Installations Project Specialist
6 days ago
Austin
Job Description About the Role: Our client is a leader in commercial holiday décor, providing custom-designed lighting, displays, and festive installations for shopping centers, municipalities, attractions, and businesses nationwide. With decades of industry expertise, we deliver memorable holiday experiences through creativity, craftsmanship, and operational excellence. Location Requirement This position is required to be based in Texas due to frequent onsite responsibilities. The Installation Project Coordinator must be available to: · Meet in person with the Account Executive twice weekly · Attend client meetings alongside the Account Executive · Conduct job site surveys and verify measurements and operational needs onsite · Provide field support as needed at installation jobs throughout Texas and nearby states · Fill in for the Account Executive when required Flexibility is essential, as the role involves regular local travel and occasional out-of-state travel, including travel to California office and nearby states for training or project support. Project Lifecycle Ownership · Take ownership of assigned installation projects from start to finish, including sales handoff, preparation, production coordination, documentation, scheduling, installation support, and project closeout. · Oversee project flow across internal departments to ensure seamless execution through production, vendor management, shipping, installation, and final delivery. · Maintain proactive communication with Sales, Operations, Installation Supervisors, and clients to keep projects on schedule. · Serve as a key liaison between Sales and Operations to ensure accurate project handoffs and alignment with client expectations. Sales & Installation Support Responsibilities · Support the Sales team with installation-focused project preparation and client-facing documentation. · Develop detailed job files, materials lists, site access information, and installation packets following contract execution. · Coordinate client communications regarding timelines, installation readiness, site access, and scheduling. · Attend client meetings, site walkthroughs, and sales-driven field visits. · Translate sales-committed scopes, layouts, and specifications into accurate, installation-ready workflows. · Assist with researching products, materials, mounting methods, and vendor capabilities for custom installations. Measurement & Site Verification Responsibilities · Conduct basic job site measurements including linear measurements, clearances, heights, spacing, and layout verification. · Accurately document site dimensions, access points, power locations, mounting surfaces, and constraints. · Verify that sales drawings and installation plans align with real-world site conditions. · Identify discrepancies between proposed designs and actual site measurements and communicate adjustments proactively. · Support installation teams by ensuring measurement accuracy prior to production, staging, and field execution. Technical & Administrative Responsibilities · Maintain comprehensive installation documentation including materials lists, measurements, access lists, installation packets, labeling, schedules, and reports. · Track and analyze project performance including labor hours, material usage, and schedule progress. · Maintain project accuracy in ERP/CRM systems such as Acumatica. · Prepare reporting related to scope changes, budget impacts, and installation timelines. · Conduct daily coordination meetings with Installation Supervisors or field representatives during active installation periods. · Assist with research and development of new products or materials as related to installation needs. Coordination & Resource Management · Coordinate internal resources across Production, Warehouse, Installation, Art/Design, and Purchasing. · Ensure installation projects are delivered on time, within scope, and according to specifications. · Plan, track, and communicate labor requirements to Operations and Installation leadership. · Coordinate staging, labeling, packing, and load-out for assigned installation projects. · Place vendor orders, track deliveries, and coordinate pickups as required. On-Site & Installation Support · Attend onsite installation reviews and actively support installation teams. · Participate in early-morning, late-night, or overnight installation reviews during peak season as needed. · Provide onsite installation packets, documentation, and customer coordination support. · Conduct field-level quality assurance checks on décor, lighting, and installations. · Customer & Vendor Interaction · Support customer communication regarding installation progress, readiness, and scheduling. · Coordinate onsite customer meetings, walkthroughs, and logistics support. · Work directly with third-party vendors regarding fabrication, materials, and delivery schedules. · Professionally represent the company in all clients' vendor, and contractor interactions. Qualifications Required · 3+ years of experience in installation coordination, project coordination, sales support, warehouse operations, dispatching, or related fields · Working knowledge of basic measurements, spacing, heights, and layout verification · Ability to interpret drawings, installation plans, measurements, and materials lists · Experience tracking labor hours, installation progress, and resource requirements · Strong analytical, organizational, communication, and problem-solving skills · Proficiency with Microsoft Excel, Word, Outlook, and Teams; ability to learn ERP/CRM systems (Acumatica preferred) · Valid driver’s license with a clean 3-year driving record · Ability to travel locally for site visits and client meetings · Ability to work nights, weekends, and extended hours during peak season Must have: · Experience in décor installation, event setup, construction · Experience coordinating field crews, equipment, or staging. · Familiarity with scheduling workflows, resource planning, or installation logistics. · Bilingual in Spanish Role Characteristics · Hands-on, solutions-oriented, and highly organized · Comfortable working in field and job site environments · Strong attention to detail, especially related to measurements and installation readiness · Effective communicator across departments and with clients · Able to manage multiple projects simultaneously in a fast-paced environment · Proactive in identifying risks, missing information, or site discrepancies · Recognizes when issues require escalation or additional support · Classification & Work Conditions (Non-Exempt) This position is classified as Hourly (Non‐Exempt) under federal and California wage and hour laws. All hours worked must be accurately recorded, and overtime is paid in accordance with applicable laws. Extended hours, nights, weekends, and peak‐season work may be required.