Account Coordinator (STL)

Circadia brings industry-leading knowledge to integrate people and space in productive work environments that foster creation, collaboration and connection. For nearly 80 years, Circadia has been serving the St. Louis metropolitan area and has earned a reputation synonymous with value, service and integrity. As one of the nation's leading Steelcase dealers, we have access to data and insights from around the world and pride ourselves on the knowledge we bring to every relationship. We offer customers insight, advice and solutions that help their businesses grow and companies succeed.DESCRIPTION As Account Coordinator at Circadia, you will have a great impact on our client experience and be involved in all aspects of our day-to-day operations. You will be the "right-hand" and the backup to the Account Manager and work closely with the Design, Project Management, and Accounting teams. Excellent customer communication, high attention to detail and meticulous follow-up will ensure your success in this client-facing role. This is a highly-visible position that greatly impacts both internal and external customers.OBJECTIVES OF THIS ROLE Assist with administrative, accounting and all customer service functionsExceed clients' expectations with the overall customer experienceTake ownership of how your role impacts the entire team, customer, and overall success of Color ArtRESPONSIBILITIESQuotations & Pricing Create and finalize requested sales quotations in HDS per specifications provided by the Account Manager, Design, or customerHandle small quote requests including but not limited to the full specification and labor pricing on requests where design is not includedVerify that model #'s and finish #'s are consistent with each line item description provided with specificationsQuestion specifications when product specs seem inaccurate Prepare the HDS quotation for order entry when directed by the Account Manager, customer, or per customer purchase orderVerify availability of loaners and demosAssist Design with COM reservations once a quote has been transitioned over Responsible for catalogue supported pricing and special engineering quote pricingAssist Account Manager and Design with pricing for non-catalogue supported itemsAssist with New Vendor Process & Deposit Approvals per documented process Order Entry & Acknowledgements Manage converting all quotations into orders and appropriate printing and submitting of POsManage all manufacturer acknowledgements by printing, checking for accuracy, updating in HDS, and filing Post Order Entry Manage requested ship dates and work with manufacturer to adjust as project schedule requires via weekly Matrix reportingPreschedule Circadia deliveries and minor installations / Account Manager and/or Project Managers will be involved on larger installations Print local delivery and pick-up ticketsHandle all AC filing duties Assist to troubleshoot any delivery/installation issues including any missing productManage all Change Orders per documented process Enter and manage all Open Issue needs with manufacturer and provide regular status updates to AM & PMHandle service warranty issues and part requests received from customerWork closely with Accounting to ensure all orders are invoiced quickly and accuratelyCoordination with Manufacturers and Accounting on invoices, payments, contracts, COIs, lien waivers, etc. Customer Experience Provide status reports to customers for outstanding orders and expected ship dates Answer customer service questions as they arise and handle all appropriate follow-upAssist with general requests such as courier needs, literature or sample requests, etc.Assist with bid documents based on information provided by the Account Manager and/or DesignHandle customer complaints and direct to appropriate team member and ensure any follow-up is doneSKILLS / QUALIFICATIONS Proactive and professional communicationHighly collaborative and relationship-focusedExcellent organizational and time management skills Critical-thinking and problem solvingAble to pivot quickly with shifting demandsProficient with Microsoft Office, Outlook, and Google Sheets Experience with Hedberg Data Systems & Matrix (Preferred)EDUCATION / EXPERIENCE Post-Secondary Degree, Certificate, or equivalent experience1-3 years' experience in a professional office or service environment (Preferred)Experience with Furniture, Installation, Maintenance, Warranty Claims or other relevant industries (Preferred)Circadia is a drug-free workplace. Circadia is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, gender identity, status as a protected veteran or status as a qualified individual with a disability or any other characteristic protected by applicable Federal, State, or Local law.

Created: 2026-03-04