Project Coordinator Jobs

Department: Floorcare

Hours: Full-time, Monday through Friday (8:00 a.m. to 5:00 p.m.)

Thank you for considering employment with H.J. Martin and Son!

Please complete all sections of the application to the best of your ability. Once submitted, your application will be reviewed by our hiring team, and we will contact you if your skills and experience align with our current openings.

Company Description: H.J. Martin and Son is a specialty contractor with services in residential & commercial flooring, commercial glass, walls & ceilings, doors, hardware & specialties, and millwork & FF&E, along with national retail solutions, including fixture installation. Founded in 1931, the fourth-generation company works nationwide from its headquarters in Green Bay, WI.

Position Description: This position is responsible for coordinating and supporting the day-to-day operations of the Floorcare department. This includes scheduling installation jobs, managing equipment, and maintaining clear communication between the office, floorcare technicians, and customers. Field training will be required to learn hands-on Floorcare services and then transition into the office overtime.

Principal Responsibilities:

Scheduling & Job Coordination:

• Develop and oversee job tracking in RFMS (inventory/point of sale software) and Microsoft Excel to help coordinate jobs in progress and avoid customer complaints involving technicians, vendors and the customer’s schedule
• Work with project managers, technicians and customers to maintain outlined schedules
• Manage installation of jobs and update project managers with necessary information
• Maintain the floorcare schedule through the shared calendar
• Monitor that all bids/quotes are entered in RFMS Projects for proper follow-up
• When necessary, meet with customers and field measure sites for projects
• Manage department time (time is job costed, commercial jobs, shop time, etc.)

Materials, Equipment & Inventory:

• Manage floorcare product inventory (ordering, max and min quantity, evaluate new products)
• Ensure company vans are equipped with proper job materials and customer leave-behinds
• Manage floorcare uniform brand standards
• Update MSDS packets on an annual basis
• Maintain company floorcare equipment maintenance schedule

Team Training & Safety:

• Assist in training and coaching the floorcare team, based on the set company standards and practices
• Manage training and certifications for the floorcare team
• Follow all safety and personnel rules and regulations

Customer Experience:

• Act as a vital communication line between office, distribution center and technicians
• Maintain a positive customer service attitude towards customers while responding to customer needs friendly and efficiently
• Manage customer experience/process (from estimate to in-home deliverables to post visit follow-up)
• Expand internal process documents that relate to customer experience (i.e. dry time, helpful hints, etc.)
• Customer follow-up:
• Manage annual warranty letter (carpet)
• Residential floorcare discount program
• Plan for repeat business

Business Development & Sales:

• Develop estimates prior to cleaning, for every customer
• Upsell additional add-ons, when applicable
• Cross sell within the company (shower doors, flooring, area rugs, commercial services, etc.)
• Integrate floorcare with other company departments for new business opportunities at time of purchase
• Develop document for routine floorcare maintenance for new flooring customers
• Represent company at tradeshows, when necessary
• Communicate with marketing department for photo and video opportunities and website improvements

Financial & Reporting:

• Quarterly competitive cost analysis for local floorcare market
• Provide monthly analysis for jobs that are not profitable
• Responsible for department profitability and margins, along with continual improvement
• Generate open order reports for monthly billings, review with project managers and submit to accounting
• As projects are completed, prepare final billing, perform tasks to close jobs in the database, and generate reports to ensure proper closure of the project the same month it is completed

Documentation & Administration:

• Turn in and organize technician paperwork such as receipts, mileage sheets, stock lists, pictures from jobsite and punch lists
• Type, organize and distribute bid documents, addendums and contracts to contractors as directed
• Create, distribute, maintain and file a wide variety of information concerning specifications, contracts, change orders, status reports and other documentation
• Create job cards for each job
• Review electronic timecards for the floorcare team on a weekly basis

Other Duties As Assigned: Performs other related duties as assigned including supporting team members in the completion of their work for the purpose of ensuring the efficient and effective functioning of the business.

Experience/Education Required:

• Must possess the skills to multi-task, work in a team setting, and meet deadlines
• Flooring knowledge and floorcare maintenance knowledge preferred
• Detailed oriented with excellent organizational skills and the ability to manage multiple projects at any given time
• Strong written & oral communication skills
• High school diploma or GED equivalent required
• Valid driver’s license required

Conditions of Employment: Must be able to pass pre-employment background check, drug screen, and physical. The employee is expected to adhere to all company policies. Requires physical work including lifting, working on hands/knees, pushing, or pulling objects and being in dusty conditions is common.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER