We’re Hiring!

Job Title: Project Administrator

Experience Level: 0-1 year, Junior Level

Location: Remote

Position Summary:

The Project Administrator will play a crucial role in supporting the Project Managers. This role focuses on maintaining transparent and positive communication with vendors and interior designers, diligently tracking the status of orders, and keeping accurate, organized records. The Project Administrator will be responsible for managing vendor submittals, tracking lead times, and ensuring that all information is up-to-date and communicated effectively across multiple projects.

You’ll be a great fit if:

• You excel in transparent and positive communication, keeping all parties informed with clarity and professionalism. A strong team-player.

• You are willing to ask questions, learn, and take direction.

• You understand the importance of timely and consistent follow-up

• You have an eye for detail

• You love to organize information and follow a process. You are great at maintaining accurate records and tracking project details.

• You thrive in a remote work environment, demonstrating self-discipline and initiative.

• You are comfortable supporting multiple project managers across various projects and can manage competing priorities.

• You enjoy working with vendors to track and manage order statuses and lead times.

• You like being around interior design but are not interested in being a designer. (We are not a design firm).

Scope of Responsibilities:

• Transparent Communication:

  Maintain open and clear communication with project managers to keep them informed of project details and status updates.

• Positive Communication:

  Foster a positive working relationship with vendors and team members, using proactive communication to resolve issues and keep projects moving forward.

• Follow-Up:

  Diligently follow up to collect vendor invoices and submittals, ensuring that required documentation is received and recorded accurately. Follow-up on questions asked by the PM to vendors to ensure we get quick and accurate responses. Help obtain approvals in a timely manner.

• Order Tracking:

  Track the status of orders from issuance of POs to delivery, keeping detailed records of lead times, production schedules, approval status, ship dates, shipping documents, damage reports, and other order details.

• Documentation Management & Organization:

  Organize and maintain accurate project documentation, including design specifications, order acknowledgements, vendor invoices, vendor submittals, designer control samples, lead time updates, delivery schedules and close-out documentation (Care, Cleaning, Warranty, Flame Certificates).

• Logistics Support:

  • Shipment Documentation: Request and manage all shipment documentation, including Packing Lists (PLs), Bills of Lading (BOLs), Proofs of Delivery (PODs), and Receiving Reports (RRs) from the warehouse.

  • Reconciliation: Reconcile Packing Lists against PO quantities and corresponding Receiving Reports to ensure accuracy and consistency.

  • Record Keeping: Maintain detailed and organized records of all logistics documentation, ensuring that all discrepancies are identified and addressed promptly.

  • Vendor Coordination: Coordinate with vendors to ensure that all required shipment documents are provided and verified, supporting smooth and timely delivery of orders.

• Support Multiple Projects:

  Assist more than one project manager across 4-5 projects, ensuring that all project needs are met and that information is shared effectively across the team.

• Submittal Coordination:

  Collect and manage vendor submittals, routing them to the appropriate channels for approval and ensuring that all iterations are logged and filed correctly.

• Order Records Maintenance:

  Keep all order records updated and organized, ensuring that project managers have access to the latest information at all times.

• Meeting Participation:

  Join project meetings, take notes, and distribute minutes, ensuring that all action items are tracked and followed up on promptly.

• Accuracy and Detail:

  Review and proofread all project-related communications for accuracy

Qualifications:

• 1-3 years of experience in a project coordination or administrative support role, preferably in FF&E procurement or a related field.

• Proficient with MS Outlook, MS Teams, and other cloud-based tools.

• Exceptional communication skills with a focus on transparency and positivity.

• Strong organizational and follow-up skills, with a keen eye for detail.

• Ability to manage multiple projects and priorities in a remote setting.

• A proactive, solution-oriented mindset with a commitment to supporting team success.

What We Offer:

• The opportunity to work with a dynamic and experienced team in a growing company.

• A flexible remote work environment

• Benefits package including Health, Vision, Dental, 401K, Basic Life, Monthly wellness credit, and remote worker credit.

• Flexible PTO policy, generous paid holidays, and time off.

How to Apply:

Email your resume and cover letter to: jackie@pineappleprocurement.com

Experience Level: 8+ Years

Location: Remote

Position Summary:

The Senior Project Manager will lead and manage all aspects of projects related to furniture, fixtures, and equipment (FF&E) procurement, from initial planning to final installation. This highly collaborative role requires excellent communication and project management skills, as well as a strong understanding of the FF&E procurement process. Strong leadership skills and good judgment are essential.

You’ll be a great fit if:

• You have self-discipline and are more productive working from home (this position is remote).

• You like autonomy and you enjoy being empowered to run projects successfully.

• You are confident in your experience and knowledge.

• You share information freely and openly with all team members.

• You live by your project schedule and are obsessed with keeping it updated and keeping the team informed of all updates. We use Smartsheet (waterfall).

• You are detailed and understand the importance of keeping accurate and updated project records.

• You love to compare quotes and create bid analyses to recommend project strategies.

• You enjoy collaborating with creative teams to execute their design vision.

• You’ve earned your stripes (5+ years in FF&E procurement).

• You’re a self-starter capable of thriving in a fast-paced, constantly evolving environment.

• You’re a master at creating and managing budgets.

• You are tech savvy and prefer to work in the cloud (we are paperless).

• You can juggle 3-5 projects simultaneously.

Scope of Responsibilities:

• Manage multiple FF&E procurement projects from start to finish, ensuring timely delivery, high quality, and adherence to budget.

• Communicate regularly with clients to provide updates on project status, resolve issues, and address concerns.

• Understand how to read project schedules and push vendors to meet delivery dates.

• Identify and mitigate project risks, and develop contingency plans as needed.

• Follow-up and document all action items, open items, RFI’s, decisions and be able to communicate directly, clearly, and concisely any schedule or budget implications to all project stakeholders.

• Develop project plans, timelines, and budgets in collaboration with clients and internal stakeholders.

• Coordinate with project teams, including design, logistics, and installation, to ensure seamless project execution.

• Manage project documentation, including quantity matrix, bid analysis, budgets, change orders, purchase orders, and invoices.

• Manage the project status using company-provided software, systems, and processes.

• Work closely with vendors to develop positive working relationships.

• Oversee the pre-production approval process between Design and Vendors and route all submittals to appropriate channels for approval. Includes Shop Drawings, Finish Samples, CFA’s, Strike-Offs, etc.

• Request progress photos for custom items as needed and ensure they are received from the vendor.

• Log and file all iterations of pre-production submittals.

• Review and approve invoices for payment.

• Participate in internal reviews for purchase orders, budget reviews, and other work products as needed.

• Communicate all project-related matters to management with transparency and in full detail.

• Copy management on all emails to clients and/or designers.

• Double-check work for errors prior to submission to management for review.

• Proofread all emails and correspondence for spelling and grammatical errors.

Qualifications:

Minimum of 5 years of experience in FF&E procurement.

Proficiency in Smartsheet, Airtable, Sigma, MS Outlook, MS Teams, Excel

Excellent Smartsheet Schedule skills are essential.

Strong budget management skills.

Direct and candid communication style.

Experience working remotely

What We Offer:

• The opportunity to be a part of a growing company with a great reputation.

• A talented and experienced team that’s ready to grow and level-up. 

• A forward-thinking remote work environment with thoughtful attention to company culture

• A role with significant responsibility and the opportunity to make a substantial impact on the business and its success.

• Salary + performance-based incentives 

• Health, Vision, Dental, 401K, Basic Life, Monthly wellness credit and remote worker credit

• Flexible PTO policy, Generous paid holidays and time off.

How to Apply:

Email: jackie@pineappleprocurement.com