Installation Coordinator

Job Description

Job Description

Position Summary

The Installation Coordinator is responsible for coordinating and managing all installation and construction projects sold by the company. This role serves as the primary point of contact between customers, vendors, sales representatives, technicians, trade partners, and internal departments to ensure projects are executed efficiently, professionally, and on schedule. The successful candidate will oversee project scheduling, customer communication, material procurement tracking, vendor coordination, system updates, and project follow up, while ensuring deadlines and customer expectations are consistently met. The ideal candidate thrives in a fast-paced environment, possesses strong organizational skills, and can effectively manage multiple projects simultaneously

Key Responsibilities

Project Coordination

• Manage all installation and construction projects from project handoff through completion.

• Review project documentation for completeness and accuracy.

• Coordinate project timelines and milestones.

• Monitor project progress and proactively identify potential delays.

• Prepare monthly forecast reports and submit to the Installation Manager.

• Maintain and update order log.

• Schedule and organize all freight for all Construction and Installation projects.

• Ensure projects are executed according to customer requirements and company standards.

• Maintain visibility on all active projects and upcoming installations.

Customer Communication

• Act as the primary point of contact for customers throughout the project lifecycle.

• Provide project updates and communicate scheduling information.

• Respond promptly to customer inquiries.

• Manage customer expectations regarding timelines and project status.

• Communicate delays, deliveries, changes, and project milestones professionally and proactively.

• Ensure a positive customer experience throughout every project.

Vendor & Supplier Coordination

• Coordinate pickups and deliveries with manufacturers and suppliers regarding material orders.

• Track and update ETA’s of materials ordered with purchasing team and vendor

• Coordinate equipment rentals

• Escalate critical delays when necessary.

• Ensure materials are available before installation dates.

Scheduling & Resource Management

• Coordinate installation schedules with the Installation Manager.

• Schedule technicians, in-house electricians, trade partners, equipment, and other resources required for project execution.

• Assist in optimizing labour utilization and crew scheduling.

• Coordinate site readiness and project logistics.

• Ensure projects are properly scheduled to meet customer deadlines and company objectives.

System Management & Documentation

• Maintain accurate project records within Salesforce and company systems.

• Update project statuses throughout the project lifecycle. Ensure Installation Pulse reflects most current data (dates, statuses, notes etc.)

• Record purchase order information, vendor updates, shipment details, and scheduling notes.

• Ensure all project documentation is complete and organized.

• Complete, and submit all closeout documents for Construction projects.

• Track project milestones and completion dates.

• Maintain accurate records for reporting and forecasting purposes.

• Complete and submit final costing for all projects when completed.

Deadline & Performance Management

• Monitor project timelines and identify risks to completion dates.

• Proactively follow up on outstanding materials, approvals, and customer requirements.

• Drive projects forward to ensure deadlines are achieved.

• Support monthly installation and construction revenue targets through effective project management.

• Assist in reducing project delays and improving project completion times.

Cross-Functional Collaboration

• Work closely with:

o Sales Representatives

o Installation Manager o Service Supervisor (s)

o Operations Team

o Purchasing Team

o Warehouse Team o Accounting Team

o Field Technicians

o Vendors and Manufacturers

• Ensure seamless communication between departments.

• Support project profitability through effective coordination and planning.

• Assist in resolving project challenges and customer concerns.

Key Performance Indicators (KPIs)

Success in this role will be measured through:

• Project Execution

•Projects completed on schedule

• Installation completion timelines

• Construction project completion timelines

• Project backlog management Customer Experience

• Customer response times

• Customer satisfaction/frequent updates

• Customer communication compliance

Vendor Management

• Material delivery accuracy

• Vendor follow-up completion

• Reduction of material-related delays

System Compliance

• Salesforce project updates completed

• Documentation accuracy

• Scheduling accuracy

Financial Performance

• Installation revenue completed versus monthly targets

• Construction revenue completed versus monthly targets

• Project gross margin protection

• Reduction of project delays impacting billing

• Complete and submit final costing for all projects when completed.

Core Competencies

The successful candidate will demonstrate:

• Organization & Planning

• Customer Service Excellence

• Communication Skills

• Problem Solving

• Time Management

• Attention to Detail

• Accountability

• Teamwork

• Adaptability

• Sense of Urgency

Other duties as required.

We respect diversity and treat one another in ways that are fair, courteous and compassionate, recognizing everyone’s contributions. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve.

Company Description

We respect diversity and treat one another in ways that are fair, courteous and compassionate, recognizing everyone’s contributions. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve.