Project Coordinator

Position OverviewThe Project Coordinator plays a critical role in supporting the successful execution of branded site projects, including competitive conversions, image refresh initiatives, equipment coordination, brand approvals, and online selling readiness. This role partners closely with the Project Management team, internal departments, vendors, and external stakeholders to ensure projects are completed on time, within budget, and aligned with brand and operational standards. Project Coordination & Execution |Supporting successful branded site deliveryCoordinate requests for quotes related to competitive conversions, image refresh initiatives, NTIs, and raze/rebuild projects. Assist with project scheduling activities and support resource and procurement planning to ensure timely project execution.Obtain letters of authorization and site plans as required by vendors and municipalities.Track vendor and brand biweekly project status updates and maintain project notes and conversion checklists.Maintain project documentation including incentive tracking, allowance release schedules, change orders, lessons learned logs, vendor maintenance records, and purchase order issuance.Support onboarding activities by coordinating required network device ordering as locations approach stream-on dates.Distribute pre-and post-project checklists to vendors to ensure site readiness and completion.Vendor & Workflow Management |Ensuring quality and accountabilityCoordinate with imaging vendors to resolve punch-list items and maintain punch-time tracking logs.Monitor vendor performance and follow up as needed to ensure adherence to imaging and branding standards.Track brand approvals and workflow timelines to support project milestones.Identify potential project risks or areas for process improvement and escalate when appropriate. Financial & Administrative Support |Maintaining project accuracyCode project invoices to appropriate general ledger accounts.Reconcile invoices against approved quotes to ensure accurate billing and expenditure tracking. Assist with purchase order issuance and project expenditure documentation.Supporting departmental KPI tracking and SMART goal progress.Cross-Functional Collaboration |Driving alignment across teamsPartner with Operations, Marketing, IT, Finance, and external partners to coordinate project execution.Facilitate customer onboarding tasks and related tracking.Support project coordination and outreach activities with customers, vendors, and internal stakeholders to ensure alignment and timely execution.Maintain professional communication with internal teams, vendors, and customers via phone, email, and in-person interactions.Continue developing professional and technical knowledge through participation in brand meetings, training, and industry learning opportunities.Performance & Operational Excellence |Ensuring project accuracy, timeline adherence, & accountable partnershipsContribute to departmental performance targets, including branded accuracy and reduce punch-list items through strengthened vendor accountability.Support adherence to project completion timelines, including 20-week targets for competitive conversions and image refresh initiatives.Demonstrate Cary Oil core values through proactive, dependable, and professional execution. RequirementsEducation Associate or bachelor's degree in business, Operations, Project Management or a related field preferred; equivalent experience will be considered.Experience2-5 years of project coordination, operations, or related industry experience. Strong customer service and stakeholder coordination experience.Experience working in a fast-paced, deadline-driven environment. Knowledge, Skills, and AbilitiesStrong organizational, time-management, and multitasking skills with the ability to manage multiple projects simultaneously.Excellent written, verbal, and electronic communication skills with the ability to collaborate effectively across internal teams and external partners. Ability to interact professionally and courteously with employees, vendors, customers, and business partners.High attention to detail with strong analytical, reconciliation, and problem-solving capabilities.Technical proficiency with Microsoft Office and collaboration platforms. Adaptability and comfort working in a fast-paced environment.

Created: 2026-04-02