Future-proof
Partnership
Services
Open Position: Project Coordinator
The Role
As Project Coordinator, you play a key role in customer relationship management and the end-to-end execution of sold projects, from order-intake and internal handover to delivery, installation support, commissioning, and after-sales follow-up. You primarily support the Dutch market, while also coordinating with North American and other international customers and partners when needed.
You ensure that projects move smoothly through our organization: you build and maintain the project plan, align stakeholders, and proactively manage changes and risks. You are the customer’s operational point of contact after Sales has transferred the order, ensuring clarity, speed, and a professional customer experience.
You report to the Project Supervisor and work within the Operations team led by the Operations Manager. Success in this role is measured by on-time and complete delivery, smooth installation readiness, customer satisfaction, and disciplined project communication and documentation.
What You’ll Do
Project Intake & Planning
• Lead the Sales-to-Operations handover and order intake as a customer-first team effort: align with Sales to confirm scope, milestones, requirements, deliverables, and responsibilities (internal/external), ensuring shared ownership and a seamless customer experience.
• Set up, align, and monitor the full project flow from order intake to installation/commissioning and final acceptance.
• Create and maintain the project plan and share clear status updates, actions, and dependencies with all involved colleagues.
• Coordinate with Planning, Supply Chain, and Logistics on production slots, shipment timing, delivery windows, and site readiness.
Customer & Stakeholder Coordination
• Act as the primary point of contact for customers (growers) and the Sales team once the order has been transferred.
• Coordinate with third parties such as installers, integrators, and advisory firms to align schedules, responsibilities, and deliverables.
• Run structured project communication: meeting notes, action tracking, decision logs, and clear follow-up on open items.
Site Readiness, Installation Support & Commissioning
• Visit customer sites when required (e.g., bracket measurements, layout verification, installation walkthroughs, and readiness checks).
• Coordinate installation and commissioning activities with Application/Technical Support, including controls setup, dimming configuration, and functional checks.
• Ensure customer enablement: organize handover sessions and basic user training so the customer can operate the system confidently after commissioning.
Change, Risk & Escalation Management
• Monitor project budget and cost drivers (logistics, materials, services) and report deviations and mitigation actions to management.
• Escalate internally to Planning and Operations when customer-driven changes (e.g., construction delays) impact delivery or execution; propose mitigation actions.
• Escalate and align externally with Sales and/or customers when there are delivery, installation, or execution risks (e.g., delays, missing prerequisites, or access constraints).
Warranty, After-Sales & Lifecycle Support
• Serve as first point of contact for the customer on project-related issues and complaints (warranty, dimming/controls, after-sales tickets, installation concerns).
• Register, track, and follow up warranty claims; coordinate with the After-Sales team, Quality, and repair/service lines to ensure fast and transparent resolution.
• Coordinate service actions such as replacement planning, service pickups, or on-site troubleshooting visits, ensuring feedback loops to Product/R&D and Quality.
Process, Data & Continuous Improvement
• Report project progress, risks, and outcomes to the Project Supervisor/management in a structured and timely way.
• Maintain complete project dossier formation and archiving (contracts, drawings, plans, decisions, handover documents, claims) for compliance and operational continuity.
• Maintain accurate project data and documentation in our systems (CRM/ERP/project tools) to ensure traceability and a smooth internal workflow.
• Contribute to improving standard work: checklists, templates, commissioning/handover SOPs, and lessons learned to reduce repeat issues and speed up execution.
• Support other operational tasks as needed and contribute to a ‘customer-first’ and ‘radical collaboration’ culture.
What You’ll Bring
• HBO education in project management, business administration, communications, or a related field (or equivalent experience).
• At least 2 years of experience in project coordination/management; experience in sales support or account management is a plus.
• Customer-facing mindset with strong communication skills and confidence in building relationships with customers, colleagues, and external partners.
• Strong organizational skills: planning, prioritization, structured follow-up, and the ability to manage multiple parallel projects.
• Technical affinity; experience in lighting, controls, or electrical engineering is a plus.
• Hands-on, solution-oriented attitude with a continuous drive to find solutions and keep customers satisfied.
• Native Dutch and professional-level English (written and spoken).
• Commitment to continuous learning and staying up to date on our technologies and solutions to support customers effectively.
• Stress-resistant and able to maintain structure and calm communication when priorities shift or issues escalate.
• Goal-oriented, proactive, and comfortable working in a fast-paced environment with peaks; no ‘9-to-5’ mindset when customer projects require flexibility.
• Experience or familiarity with the horticulture/greenhouse sector is a plus; curiosity to learn the grower environment quickly is essential.
What We Offer
• A key role in a growing horticulture technology organization with real impact on customer success.
• International exposure: work with customers and colleagues across regions, including North America and Europe.
• Strong cross-functional collaboration with Operations, After-Sales, Supply Chain, and technical experts.
• Training and development to build expertise in horticulture lighting systems, controls, and customer enablement.
Interested?
If you enjoy coordinating complex projects, working closely with customers, and ensuring flawless execution from order to installation, we would love to hear from you. Please share your CV and a short motivation highlighting your project coordination experience and customer-facing mindset.
Email to careers@gavitainternational.com.
As Project Coordinator, you play a key role in customer relationship management and the end-to-end execution of sold projects, from order-intake and internal handover to delivery, installation support, commissioning, and after-sales follow-up. You primarily support the Dutch market, while also coordinating with North American and other international customers and partners when needed.
You ensure that projects move smoothly through our organization: you build and maintain the project plan, align stakeholders, and proactively manage changes and risks. You are the customer’s operational point of contact after Sales has transferred the order, ensuring clarity, speed, and a professional customer experience.
You report to the Project Supervisor and work within the Operations team led by the Operations Manager. Success in this role is measured by on-time and complete delivery, smooth installation readiness, customer satisfaction, and disciplined project communication and documentation.
What You’ll Do
Project Intake & Planning
• Lead the Sales-to-Operations handover and order intake as a customer-first team effort: align with Sales to confirm scope, milestones, requirements, deliverables, and responsibilities (internal/external), ensuring shared ownership and a seamless customer experience.
• Set up, align, and monitor the full project flow from order intake to installation/commissioning and final acceptance.
• Create and maintain the project plan and share clear status updates, actions, and dependencies with all involved colleagues.
• Coordinate with Planning, Supply Chain, and Logistics on production slots, shipment timing, delivery windows, and site readiness.
Customer & Stakeholder Coordination
• Act as the primary point of contact for customers (growers) and the Sales team once the order has been transferred.
• Coordinate with third parties such as installers, integrators, and advisory firms to align schedules, responsibilities, and deliverables.
• Run structured project communication: meeting notes, action tracking, decision logs, and clear follow-up on open items.
Site Readiness, Installation Support & Commissioning
• Visit customer sites when required (e.g., bracket measurements, layout verification, installation walkthroughs, and readiness checks).
• Coordinate installation and commissioning activities with Application/Technical Support, including controls setup, dimming configuration, and functional checks.
• Ensure customer enablement: organize handover sessions and basic user training so the customer can operate the system confidently after commissioning.
Change, Risk & Escalation Management
• Monitor project budget and cost drivers (logistics, materials, services) and report deviations and mitigation actions to management.
• Escalate internally to Planning and Operations when customer-driven changes (e.g., construction delays) impact delivery or execution; propose mitigation actions.
• Escalate and align externally with Sales and/or customers when there are delivery, installation, or execution risks (e.g., delays, missing prerequisites, or access constraints).
Warranty, After-Sales & Lifecycle Support
• Serve as first point of contact for the customer on project-related issues and complaints (warranty, dimming/controls, after-sales tickets, installation concerns).
• Register, track, and follow up warranty claims; coordinate with the After-Sales team, Quality, and repair/service lines to ensure fast and transparent resolution.
• Coordinate service actions such as replacement planning, service pickups, or on-site troubleshooting visits, ensuring feedback loops to Product/R&D and Quality.
Process, Data & Continuous Improvement
• Report project progress, risks, and outcomes to the Project Supervisor/management in a structured and timely way.
• Maintain complete project dossier formation and archiving (contracts, drawings, plans, decisions, handover documents, claims) for compliance and operational continuity.
• Maintain accurate project data and documentation in our systems (CRM/ERP/project tools) to ensure traceability and a smooth internal workflow.
• Contribute to improving standard work: checklists, templates, commissioning/handover SOPs, and lessons learned to reduce repeat issues and speed up execution.
• Support other operational tasks as needed and contribute to a ‘customer-first’ and ‘radical collaboration’ culture.
What You’ll Bring
• HBO education in project management, business administration, communications, or a related field (or equivalent experience).
• At least 2 years of experience in project coordination/management; experience in sales support or account management is a plus.
• Customer-facing mindset with strong communication skills and confidence in building relationships with customers, colleagues, and external partners.
• Strong organizational skills: planning, prioritization, structured follow-up, and the ability to manage multiple parallel projects.
• Technical affinity; experience in lighting, controls, or electrical engineering is a plus.
• Hands-on, solution-oriented attitude with a continuous drive to find solutions and keep customers satisfied.
• Native Dutch and professional-level English (written and spoken).
• Commitment to continuous learning and staying up to date on our technologies and solutions to support customers effectively.
• Stress-resistant and able to maintain structure and calm communication when priorities shift or issues escalate.
• Goal-oriented, proactive, and comfortable working in a fast-paced environment with peaks; no ‘9-to-5’ mindset when customer projects require flexibility.
• Experience or familiarity with the horticulture/greenhouse sector is a plus; curiosity to learn the grower environment quickly is essential.
What We Offer
• A key role in a growing horticulture technology organization with real impact on customer success.
• International exposure: work with customers and colleagues across regions, including North America and Europe.
• Strong cross-functional collaboration with Operations, After-Sales, Supply Chain, and technical experts.
• Training and development to build expertise in horticulture lighting systems, controls, and customer enablement.
Interested?
If you enjoy coordinating complex projects, working closely with customers, and ensuring flawless execution from order to installation, we would love to hear from you. Please share your CV and a short motivation highlighting your project coordination experience and customer-facing mindset.
Email to careers@gavitainternational.com.