PROJECT COORDINATOR INTERN

Work Location: On-Site

JOB DESCRIPTION

The Project Coordinator Intern will support the operations and project coordination team by maintaining accurate project, vendor, product, pricing, and bid information. The intern will assist with data entry, vendor research, database management, bid documentation, and general project administration.

This is an excellent opportunity for an organized and detail-oriented individual to gain hands-on experience in project coordination, vendor management, bidding, and business operations.

KEY RESPONSIBILITIES

Project & Bid Support

Assist in updating internal databases with product types and project requirements.
Support project coordinators and estimators by organizing project and product information.
Enter and maintain vendor details, pricing, quotes, and notes for future bid reference.
Assist in maintaining and updating the bidding and pricing database.
Help ensure project and bid information is accurate, complete, and organized.

Vendor Sourcing & Coordination

Research and identify potential vendors for installation, manufacturing, and specialty trades.
Assist in sourcing electricians, masons, installers, manufacturers, and other specialty-trade vendors.
Contact vendors by phone and email, under guidance, to verify pricing, capabilities, equipment, availability, and service areas.
Assist in collecting vendor quotes and required information.
Update and maintain vendor information in the Google Sheets database.
Help organize vendor records for future project and bidding requirements.

Data & Database Management

Assist with cleaning and organizing vendor and project records.
Update vendor contact information, classifications, shipping addresses, pricing, and other relevant details.
Assist with data cleanup in Zoho and other internal systems.
Identify outdated or incomplete records and assist in obtaining updated information.
Help track past-due delivery dates and outstanding purchase orders.
Assist the operations team with reviewing and closing open purchase orders.

Administrative & Project Support

Maintain organized records of projects, vendors, quotes, and related documentation.
Assist with tracking multiple projects and administrative tasks.
Follow up with vendors and internal team members regarding outstanding information.
Support the Operations Manager and project team with day-to-day coordination and administrative activities.
Perform additional tasks and responsibilities as assigned.

QUALIFICATIONS

Currently enrolled in or recently graduated from a relevant program such as Business Administration, Operations, Supply Chain, Project Management, or a related field.
Basic to intermediate proficiency in Google Sheets and Microsoft Excel .
Familiarity with Zoho or similar CRM/ERP systems is a plus.
Strong attention to detail and accuracy.
Good organizational and time-management skills.
Comfortable communicating with vendors and external contacts by phone and email.
Good written and verbal communication skills.
Willingness to learn and take initiative.
Ability to manage multiple tasks and meet deadlines.
Ability to work effectively both independently and as part of a team.

KEY SKILLS

Project Coordination
Vendor Research & Communication
Data Entry & Management
Google Sheets / Excel
Zoho
Bid & Pricing Support
Documentation
Organization & Time Management
Communication
Attention to Detail
Follow-Up
Problem Solving
Willingness to Learn

LEARNING & DEVELOPMENT OPPORTUNITY

During the internship, the candidate will gain practical exposure to:

Project coordination and administration
Vendor sourcing and relationship management
Bid preparation and pricing databases
Business data management
Procurement and purchase order processes
CRM/ERP systems such as Zoho
Professional communication with vendors and internal teams