Project Coordinator

Job Description

Job Description

Job Title: Project Coordinator Job Description

The Relocation Project Management Coordinator provides essential operational and administrative support to the move management team, ensuring smooth and efficient relocation activities. This role serves as a key liaison between clients, vendors, and internal teams, coordinating day-to-day move activities, maintaining accurate documentation, and managing data systems throughout the relocation process.

• Schedule meetings and reserve conference rooms for the move management team to support project planning and coordination.
• Assist in preparing proposals for new relocation and facilities projects, contributing to documentation and supporting materials.
• Maintain and update the operations manual to ensure procedures and best practices remain current and accurate.
• Receive and process client move requests, ensuring all required information is captured and properly documented.
• Take detailed meeting minutes and distribute them promptly to the project team to ensure clear communication and follow-up.
• Create and distribute move communications, move packets, and labels to clients to support clear instructions and organized relocations.
• Perform pre-move and move day duties, including furniture inventory, pre- and post-move inventory, check-out and check-in activities, hanging move signage, and supervising movers.
• Compare vendor and subcontractor invoices to purchase orders or subcontracts to verify accuracy and support proper billing.
• Input data into the CAFM system to maintain accurate occupancy and relocation information.
• Manage daily individual move requests from end to end, ensuring timely coordination and completion.
• Proactively manage project-related issues on the project or account, escalating and communicating as needed to keep work on track.
• Coordinate scheduled move activity with property management, facilities management, and all parties involved in relocations.
• Ensure all project and account activities and processes are performed in a manner consistent with documented processes, including client policies and procedures.
• Incorporate relocation project management best practices into daily activities and project execution.
• Coordinate work orders and small project execution with vendors, installers, and trades, including furniture reconfigurations and space enhancements.
• Identify outstanding issues associated with projects and communicate them to the team lead for resolution.
• Ensure data accuracy within relocation management systems and CAFM systems.
• Assist in entering and processing information during post-move help desk activities to support employees after relocations.
• Receive and process client ergonomic requests and ensure they are documented and addressed.
• Coordinate all ergonomic assessment scheduling with end users, conduct ergonomic assessments, and order products as necessary based on assessment findings.
• Coordinate with client representatives to provide employees with workstation accommodations as needed.
• Report all ergonomic assessment results and product distribution in client systems as required.
• Ensure all ergonomic-related activities and processes are performed in a manner consistent with documented processes, including client policies and procedures.
• Work collaboratively with the assigned team to achieve project objectives and meet client expectations.
• Observe and identify client cultures and individual learning styles, seeking guidance on how to work effectively within the environment.
• Perform assigned tasks under direct supervision while demonstrating initiative and attention to detail.
• Communicate clearly and professionally with internal teams, vendors, and executive-level clients using excellent written and verbal communication skills.

• 0–3 years of experience in facilities coordination, relocation, or move management.
• Strong organizational skills with the ability to prioritize and manage multiple tasks.
• Excellent written and verbal communication skills.
• Detail-oriented approach to documentation, data entry, and process compliance.
• Ability to multi-task and work effectively both in a team environment and independently.
• Strong interpersonal skills with the ability to interact professionally with executive-level internal and external clients.
• Basic proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint.
• Ability to manage differing needs of the business while maintaining accuracy and timeliness.
• Capacity to follow documented processes and procedures consistently.
• Flexibility with work hours and travel as needed to support move activities and project requirements.

• Experience with move management, project coordination, and administrative support in a facilities or corporate environment.
• Familiarity with CAFM (Computer-Aided Facility Management) systems and occupancy data management.
• Ability to coordinate vendors, installers, trades, and property or facilities management teams.
• Comfort working under direct supervision while progressively taking on more responsibility.
• Demonstrated ability to observe and adapt to different client cultures and learning styles.
• Strong problem-solving skills with a proactive approach to identifying and resolving project issues.
• Ability to maintain accurate records related to ergonomic assessments, product orders, and workstation accommodations.

This role is based onsite at a client location in Parsippany, NJ, with the possibility of a hybrid arrangement depending on business needs. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The position operates in a professional corporate environment that includes office spaces, conference rooms, and active facilities undergoing relocations and reconfigurations. Work involves frequent interaction with property and facilities management, vendors, and employees during move activities and ergonomic assessments. The role requires the use of standard office technologies, including Microsoft Office and CAFM systems, as well as on-site coordination during move days, which may include time spent on the floor supervising movers, overseeing furniture inventory, and ensuring signage and workstation setups are completed correctly. Flexibility in hours and occasional travel may be needed to support project timelines and move schedules.

This is a Contract to Hire position based out of Parsippany-Troy Hills, NJ.

The pay range for this position is $29.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Parsippany-Troy Hills,NJ.

This position is anticipated to close on Aug 6, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.