Sales & Project Coordinator
Hauppauge, NY
Full Time
Entry Level
About Us
Hyde Park Mouldings is a leading architectural and ornamental plaster contracting firm serving high-end residential and commercial projects throughout New York City and beyond. Our four core values are Communication, Reliability, Team Player, and Caring. We are committed to protecting our reputation, our clients, and our operations while scaling responsibly.The Role
We are looking for an organized, detail-oriented Sales & Project Coordinator to keep project information accurate, complete, and moving forward from project award through production release. This role supports the organization and works closely with clients and internal teams to coordinate documents, follow up on open items, and prepare projects for the next stage. This is an entry-level to early-career opportunity for someone with strong organization, communication, accuracy, and follow-through. Relevant industry experience is helpful, but a strong interest in learning our business and processes is equally important.Key Responsibilities
- Manage the administrative setup and tracking process from project award through production release.
- Create and maintain organized project folders, checklists, contacts, correspondence, and supporting records using company standards.
- Send post-award communications and request required CAD files, drawings, schedules, contacts, and other project information.
- Follow up with clients and internal team members on missing information and escalate unresolved items that could delay CAD handoff, approval, billing, or production release.
- Coordinate certificates of insurance and other administrative requirements.
- Verify that approved contract, sales order, and billing information is accurately reflected in project records.
- Update project records when approved changes are received and notify the appropriate internal team members.
Qualifications & Requirements
- Strong organization, accuracy, communication, and follow-through.
- Ability to manage multiple active projects, deadlines, open items, and documentation requirements.
- At least 1 year of administrative, customer service, order-entry, project-support, or similar experience; relevant internships or coursework may be considered.
- Good judgment about when to handle an administrative issue and when to escalate a technical, pricing, legal, billing, or scope question.
- Comfort using Microsoft Outlook, Word, and Excel, shared folders, checklists, and business software.
- High school diploma or equivalent.
Preferred Experience and Interests
- Interest in learning construction documents, architectural drawings, project terminology, and company processes.
- Experience in specialty construction, architectural products, manufacturing, millwork, cabinetry, commercial interiors, or a related field is helpful but not required.
- Experience with QuickBooks, order entry, project-management systems, or document control is a plus.
- Exposure to architectural drawings, specifications, quantity takeoffs, certificates of insurance, or progress billing is a plus.
- Associate degree or coursework in business, construction management, architecture, engineering technology, or a related field is a plus.
Position Details
- Location: 110 Kennedy Drive, Hauppauge, NY (on-site).
- Employment type: Full-time, hourly, non-exempt; eligible for overtime in accordance with applicable law.
- Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m.
- Reports to: Chief of Staff.
- Compensation: $25-$30 per hour, based on relevant experience and qualifications.
- Benefits include health insurance with the Company contributing 50% of the employee-only premium, 2 weeks of PTO plus a 1-week company shutdown, 7 paid company holidays, and retirement savings through NYS Secure Choice.
- Opportunity to join a stable, growing company in a collaborative role that supports multiple departments and keeps projects moving.
How to Apply
Please submit your resume and a brief summary of your relevant experience to [email protected].
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