Project Coordinator I

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. Over the past 100 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the West Coast's premier universities and medical facilities, we design insightful workspaces with the latest technology to provide our clients with an environment that embodies their image and encourages success. Our drive and dedication to providing our clients with innovative spaces and solutions have helped us expand our footprint, and now it is time to expand our team.  

One Workplace is committed to the development of empathetic leaders, diversification of talent, and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.

Compensation range: $22.00 - $25.00 per hour

The base salary will be determined based on your location, experience, and the pay of employees in similar positions. Actual total compensation will be dependent upon the individual's skills, experience, and qualifications.

Employee Benefits:

• 15 days of PTO
• 13 Paid holidays
• Medical/Dental/Vision Insurance
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500 per year 
• Profit Sharing

Location:  San Jose, CA (on-site)

Hour:  Day shift, Monday - Friday

The Project Coordinator I is the primary point of contact for all client requests related to on-site services, focusing on furniture and inventory management. This role is essential for maintaining client satisfaction by managing all stages of the service lifecycle, including initial ticket intake, furniture selection, order fulfillment, and inventory maintenance for both on-site and warehouse assets. The Coordinator also provides critical administrative and logistical support to the Design and Project Management teams, ensuring timely resolution of diverse client requests across various platforms.

Key Responsibilities

• Client Management & Ticketing: Serve as the first point of contact, intake, and manage all customer furniture requests using the client's ticketing systems. Communicate professionally and promptly via ticketing, email, phone, and Google Chat, documenting all scheduling milestones to meet team Key Performance Indicators (KPIs).
• Logistics & Scheduling: Assign and schedule internal and external teams for execution, coordinating the installation and removal of furniture. This often requires scheduling work outside of the client's standard operating times.
• Inventory & Asset Management: Maintain accurate on-site and warehouse furniture inventories. Conduct site surveys and report detailed furniture audit data. Support inventory furniture specification to meet outlined client requirements.
• Issue Resolution & Escalation: Proactively identify and resolve a range of requests, providing resources and solutions amidst ambiguity to ensure customer satisfaction. Professionally identify and expedite high-level or escalated requests with a strong sense of urgency.
• Documentation & Reporting: Gather, document, and report details to reflect furniture modifications and status changes within the client's asset management and as-built drawing catalog.
• Team Collaboration: Work collaboratively with internal Design and Project Management teams, as well as external stakeholders, to ensure the successful and daily completion of all project tasks.
• Special Projects: Complete client requests involving specialty items or tasks that fall outside of the normal scope of work as needed.

Qualifications

Education and Experience

• Associates Degree or higher from an accredited college or university is preferred; equivalent prior professional experience will be considered in lieu of a degree.
• Two to five years of customer service experience, preferably within an office environment or account management setting.
• Prior experience working with client ticketing systems and inventory management systems is a significant plus.

Skills and Competencies

• Aptitude for Learning: Capable of quickly learning furniture system parts, assembly procedures, and the ability to read and understand furniture floor plans.
• Communication: Strong verbal and written communication skills for professional customer and stakeholder interactions.
• Organizational Prowess: Must be extremely organized with excellent time management skills and a strong attention to detail.
• Problem-Solving: Proven ability to analyze situations, problem-solve, and make decisions with minimal guidance.
• Technical Proficiency: Proficient in office productivity applications, including Google Workspace (formerly Google Suite Apps) and other relevant tools like Microsoft Office and Smartsheets.
• Adaptability: Must be agile, comfortable with ambiguity, and possess a strong sense of urgency to address client needs.
• Customer Focus: Ability to provide excellent customer service and foster strong internal and external relationships on a daily basis.
• Work Ethic: Ability to be proactive, work both independently and in a collaborative team environment.

Work Environment and Physical Demands

• Working Environment: Generally works in an office environment around moderate noise. Requires regular collaboration with others in person, over the phone, and via email.
• Flexibility: Must be flexible to work early morning or off-hours shifts and commute between different client and warehouse locations as required.
• Physical Requirements: Ability to move distances within the office and warehouse environments. Requires basic math, complex reading, and writing skills, along with seeing, hearing, color perception, and clear speech.

If this sounds like the right opportunity for you, we encourage you to apply with your resume today. We look forward to connecting!