Project Coordinator

Job Description

The Project Coordinator and Office Manager supports both project delivery and day-to-day office operations by maintaining organizational tools, coordinating workflows, and ensuring a professional, well‑run workplace. This role combines project coordination with administrative and office management responsibilities, providing essential support to managers, field teams, and staff using internal systems.

• Maintain and update Smartsheet tools, including sheets, reports, and tracking logs, to support project and office organization.
• Assist in building and improving simple workflows to streamline office and project processes.
• Support project tracking by updating and maintaining tracking tools and dashboards used by managers and field teams.
• Compile and organize data from various sources to support reporting and day‑to‑day decision‑making.
• Provide basic troubleshooting and support to staff using internal systems and tools.
• Serve as a backup resource for internal systems, including Smartsheet, to help ensure continuity when primary support is unavailable.
• Maintain a professional and organized office environment by ordering and managing office and facility supplies, tracking inventory, and coordinating vendors for building maintenance and repairs.
• Manage incoming and outgoing mail, deliveries, and general office logistics.
• Prepare and assemble termination and job packages, including job documentation, work orders, safety materials, and required forms.
• Schedule meetings and appointments and coordinate calendars as needed for project and office activities.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) with at least 3 years of experience.
• Strong Microsoft Excel skills, including pivot tables.
• Experience with Microsoft 365 tools for communication and collaboration.
• Hands‑on experience with Smartsheet for maintaining sheets, reports, and tracking logs.
• Demonstrated project coordination and project administration experience.
• Proven administrative support and office management capabilities.
• Ability to compile, organize, and interpret data from multiple sources.
• Basic troubleshooting skills for internal systems and office tools.
• Strong organizational skills with attention to detail in managing documentation and workflows.

• Associate degree in construction management, business management, or a related field.
• Experience coordinating office logistics, including mail, deliveries, and vendor interactions.
• Familiarity with maintaining dashboards and tracking tools for project teams.
• Ability to create and refine simple workflows to improve efficiency.
• Experience preparing structured documentation packages, such as job or termination packets.
• Strong time management skills and the ability to manage multiple tasks and priorities.
• Effective communication skills for working with managers, field teams, vendors, and office staff.

This position operates in a professional office environment that supports both administrative functions and project teams. You will work extensively with Microsoft Office Suite, Microsoft 365, and Smartsheet to maintain organizational tools, tracking logs, reports, and dashboards. The role involves regular interaction with internal staff and external vendors, coordination of mail and deliveries, and oversight of office and facility supplies. The environment values organization, reliability, and clear communication, with a focus on keeping office operations running smoothly while supporting ongoing projects.

This is a Contract to Hire position based out of Appleton, WI.

The pay range for this position is $22.00 - $28.00/hr.

• 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 Appleton, WI.