Project Coordinator

TriMark USA is the country’s largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity, Customer Service, Accountability, Respect, and Excellence. For more information, please visit: www.trimarkusa.com

Why you’ll love it here!

+ Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance

+ 401k
+ Community Service Day

+ Spotlight Awards

+ National Sales Excellence Awards

+ CFSP Prep Certification Program

POSITION SUMMARY:

• The Project Administrator reports to the Divisional Senior Director, Project Coordination
• Located in Irvine, CA
• Full-Time
• In Office

The Project Administrator plays a pivotal role in supporting our Facilities department by coordinating the administrative and logistical aspects of assigned client projects. This position helps to ensure the execution of projects by managing equipment ordering, tracking materials, coordinating project documentation, and facilitating communication among clients, contractors, vendors, and internal stakeholders.

The ideal candidate will have experience in inside sales, quoting, order processing, purchasing, and customer service, preferably within the foodservice industry. Strong organizational skills, attention to detail, and the ability to manager multiple priorities in a fast-paced environment are essential for success in the role.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

Service Scheduling and Coordination:

• Assist in scheduling service for warranty equipment issues, ensuring timely resolution and customer satisfaction.
• Coordinate startup and training schedules internally and with vendors to facilitate project implementation.

Invoicing and Documentation:

• Process invoices promptly, ensuring accuracy and adherence to project budgets.
• Apply document corrections as necessary and communicate changes to internal teams promptly.
• Prepare proper closeout documents, including equipment details, warranty information, operation manuals, and service details.

Logistics and Communication:

• Track equipment shipping status and communicate ship dates to Project Coordinators in a timely manner.
• Quote and process change orders and returns, obtaining appropriate approvals and sign-offs.
• Liaise with internal departments (Sales, Finance, Purchasing) to ensure customer requirements are met or exceeded.

Relationship Building:

• Foster positive relationships with end users, Project Managers, Sales Reps, and Project Coordinators, ensuring effective communication and collaboration.

COMPETENCIES:

• Highly organized and adept at multitasking in a fast-paced environment.
• Demonstrates meticulous attention to detail in all tasks and responsibilities.
• Familiarity with project management principles and processes.
• Strong communication and interpersonal skills.
• Ability to work effectively in a team environment and collaborate with cross-functional teams.

QUALIFICATIONS & EXPERIENCE:

• High School Diploma or GED, or equivalent military or practical experience.
• 3– 5 years of experience in an administrative or office-related role, preferably in the foodservice industry.
• Possesses product knowledge relevant to the project coordination function.
• Proficient in AutoQuotes.
• Familiarity with Bluebeam software.
• Ability to successfully pass a background check post offer acceptance.

Compensation includes the posted base salary range and does not reflect potential commission, incentive, bonus, or other additional compensation opportunities, where applicable. Total compensation is determined based on experience, skills, internal equity, geographic location, and other job-related compensatory factors.

In addition to base salary, this role will be eligible for participation in TriMark’s’ benefits programs, including medical, dental, vision, 401K (with employer match), etc.  Leadership positions may also qualify for participation in bonus programs commensurate with role and scope of responsibility. 

TriMark USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@trimarkusa.com.

Scam Alert: TriMark will never ask an applicant for their social security number or to make a payment related to a job application or job offer, or to pay for workplace equipment. Further, all communications with TriMark recruiters will come from an e-mail address ending in TriMarkUSA.com. If you have any concerns about the legitimacy of a job posting or recruiting contact, please contact recruitment@trimarkusa.com.