Installation Support Coordinator

Installation Support Coordinator

iMBranded is one of the nation’s leading providers of facility imaging programs. We are a full-service manufacturer of fixtures, furniture and graphic products specializing in the retail automotive segment with OEMs and the dealer network.

The Installation Support Coordinator is responsible for the administrative and logistical support of the iMBranded installation team. Working at the direction of the Installation Manager, the Installation Support Coordinator helps ensure every project installation is scheduled, staffed, equipped, and documented so that customers receive a world class experience through the final phase of a project’s lifecycle. This position coordinates installation schedules, site surveys, travel and lodging for installers, and the onboarding and compliance of 3rd party installation companies. Through effective communication with other functional areas of the Company (Project Management, Installation Readiness, Production, Accounting, etc.), the Installation Support Coordinator will consistently track installation hours, documentation, and issues to support on-time, on-budget installations while monitoring the accuracy of all installation data they support.

ESSENTIAL FUNCTIONS (include but are not limited to)

Schedule Management

• Schedule project installations at the direction of the installation manager and collaborate with installers to ensure installation details are coordinated
• Schedule project site surveys as requested by the Project Manager
• Enter data into QuickBooks, Connecteam, or similar scheduling software at the direction of the installation manager
• Record, track, and analyze actual project installation hours in real time to support budget adherence

Communication and Liaison

• Assist with short-term (less than 3 days) travel logistics for installation personnel
• Assist with documentation and reporting to 3rd party installation companies to ensure basic compliance and adherence with iMBranded requirements
• Assist with negotiations and onboarding processes for 3rd party installation companies

Task and Workflow Support

• Monitor and manage project installation workflows and report on whether installations are completed on time
• Identify trends or installation issues and recommend corrective actions as needed
• Maintain and ensure data accuracy for iMBranded installers and 3rd party installation companies
• Respond to and/or escalate issues from installers as needed
• Document and retain standard operating procedures for the installation team
• Ensure installers receive installation equipment and tools for project installations
• Input installation data into ERP software (Innergy)
• Ensure installers receive accurate and complete installation documents for project installations (requires review with installation readiness specialist)
• Align Punch List (PL) items, Onsite Material Requests (OMR), and Incorrect, Missing and Damaged (IMD) items with project installation schedules
• Maintain a list of active iMBranded installation team personnel
• Report to installation manager for assignments and responsibilities
• Review expense reports for compliance with company policies; alert the installation manager to any installer non-compliance
• Other duties as assigned to support the iMBranded installation team

Hotel Coordination, Rate Negotiation & Reservations

• Manage lodging accommodations for installation team members on trips of three (3) or more consecutive nights
• Retrieve project location and travel details from installation team and identify suitable hotel options near job sites within budgetary requirements
• Compare lodging rates, evaluate hotel quality, and coordinate with applicable hospitality brands to secure the best overall value
• Review lodging proximity to dealerships and project sites to ensure convenience, security, cleanliness, comfort, parking accessibility, and overall business value
• Provide hotel details, itinerary, and confirmations to installers as required
• Ensure that all lodging reservations comply with iMBranded travel policy standards for cost, location, and safety

REQUIRED SKILLS/COMPETENCIES (include but are not limited to)

• Excellent attention to detail and ability to stay organized
• Ability to prioritize, multitask, and meet tight deadlines while managing multiple installations at once
• Strong written and verbal communication skills, with the ability to work effectively with installers, 3rd party installation companies, vendors, and internal teams
• Ability to think creatively and problem-solve when schedules, travel, or site conditions change
• Negotiation skills, particularly for lodging rates and 3rd party installation agreements
• Comfortable working with numbers to track hours, budgets, and expense reports
• Proficiency with Microsoft Office (Outlook, Excel, Word) and ability to quickly learn scheduling and ERP systems
• Ability to work both autonomously and as part of a team in a fast-paced environment
• Sound judgment in knowing when to resolve an issue directly and when to escalate it

PHYSICAL REQUIREMENTS (include but are not limited to)

• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of phone, email, and computer to communicate with installers and vendors
• Occasional walking, standing, and moving through the office, warehouse, and production areas
• Occasional lifting and carrying of installation tools, equipment, or materials up to 25 pounds

MINIMUM QUALIFICATIONS

• High school diploma or equivalent
• 2+ years of experience in project coordination, scheduling, logistics, field service support, or administrative support, or equivalent experience
• Demonstrated successful experience working both autonomously and with others in a fast-paced environment, requiring strong attention to detail
• Proficiency with Microsoft Office, particularly Outlook and Excel

PREFERRED QUALIFICATIONS

• Experience supporting installation, construction, field service, or facilities teams
• Experience in graphics, millwork, fixtures, or the retail automotive industry
• Experience with Innergy, QuickBooks, Connecteam, or similar ERP and scheduling software
• Experience booking business travel and negotiating lodging rates
• Associate’s or Bachelor’s degree in business, construction management, or a related field

WORK ENVIRONMENT

• Primarily office-based, with regular interaction with the warehouse, production, and installation teams
• Exposure to the sounds of a variety of shop machinery (saws, etc.)
• Fast-paced, deadline-driven environment where schedules can change quickly

WHO WE ARE

iMBranded is a leading national manufacturer specializing in architectural millwork and large format graphics across multiple industries including retail, hospitality, automotive and finance. Since 1996, we have been building branded environments for some of the world’s largest brands. Our team of experts understand the importance of even the most finite details of every fixture and how it brings the power of your brand to life.