Project Coordinator

Benefits:Bonus based on performanceEmployee discountsOpportunity for advancementPaid time offTraining & developmentProject CoordinatorLocation: Huntington, NY (On-Site)Status: Full-TimeReports to: Founder/Business ManagerAbout Suite PiecesSuite Pieces is a luxury design destination where full-service interiors, curated furnishings, and artisan craftsmanship come together. With over a decade of legacy and a bold vision for national growth, we specialize in transformative design experiences, custom upholstery, and elevated retail offerings.As we scale, we're building the internal systems to match our creative ambition — and we're looking for a proactive, detail-oriented Project Coordinator to help us bring our design work to life, on time and on budget.The RoleWe are seeking a sharp, organized, and execution-focused Project Coordinator to own the purchasing, scheduling, and coordination of custom goods — from design approval to delivery. You'll manage vendor communication, track orders, follow up on lead times, and ensure everything lands exactly when and where it's supposed to.This is a backend powerhouse role — perfect for someone who loves bringing plans to life, thrives in spreadsheets and checklists, and wants to grow into a strategic operations role over time.Key ResponsibilitiesPurchasing & Order ManagementPlace and track all orders for furniture, fabrics, wallpaper, trim, upholstery, and accessoriesManage purchase orders, vendor confirmations, and internal documentationFollow up with vendors to confirm ship dates, resolve issues, and expedite timelines as neededLog and track all goods by project/client in an organized system Vendor & Workroom CoordinationLiaise with upholstery shops, drapery workrooms, refinishing vendors, and installersSchedule fabrication, pickup, and installation windowsEnsure vendors receive accurate specs, materials, and paymentResolve vendor delays, damages, or miscommunications quickly and professionally Project Scheduling & ExecutionBuild internal timelines from order to delivery to installCoordinate install schedules with clients, installers, and the design teamCommunicate status updates clearly to the internal team (and clients, if needed)Ensure all parts and materials are ready before install days — no missing pieces Financial & Operations SupportEnsure vendor payments are submitted on timeWork with bookkeeping team to reconcile invoicesFlag margin issues or overages before they become problemsHelp refine SOPs as you go — documenting better ways to do things Ideal Experience & Qualities2–4 years experience in project coordination, purchasing, operations, or design supportFamiliarity with the design industry, upholstery, or custom fabrication (a big plus)Highly organized, with strong follow-through and attention to detailExcellent communicator — with vendors, team, and clientsSkilled in spreadsheets, order tracking, and digital tools (Google Suite, Asana, Trello, etc.)Calm under pressure; proactive about problem-solvingEager to grow into a bigger role — COO, Operations Lead, or beyond Why Join UsBe part of a growing, creative brand with an ambitious futureLearn the operations behind luxury design, custom goods, and scaled executionWork closely with leadership and play a direct role in bringing our projects to lifeGain visibility and mentorship toward a bigger operational leadership path