Project Coordinator

Responsibilities

The Project Coordinator provides administrative and operational support to the Engineering and Project Management teams to ensure the efficient execution of projects from initiation to closeout. This role facilitates project setup, documentation, tracking, communication, and coordination among internal departments, clients, and vendors. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

• Coordinate, track, and document all phases of assigned projects from initiation through completion.
• Communicate regularly with clients, engineers, and vendors to ensure clarity on schedules, deliverables, and project requirements.
• Set up and maintain projects in the company’s project management system (e.g., Unanet), ensuring accuracy of data and timely updates.
• Prepare and process project-related documentation, including purchase orders, quotes, invoices, correspondence, and status reports.
• Support the preparation quotes, purchase order requests, and other business development materials.
• Schedule and monitor project milestones, meetings, and shipments; report status updates to the project managers and clients.
• Maintain organized electronic project files, ensuring adherence to company recordkeeping policies.
• Assist the Accounting Department with billing, receivables, and work-in-progress reviews.
• Update and maintain project trackers, schedules, and department metrics.
• Identify process improvements to enhance project efficiency and quality control.
• Support marketing and client service initiatives as assigned.
• Provide administrative support for team communications, phone coverage, and special projects.

Corporate planning contributes to or supports planning activities that affect the entire organization. Department planning entails establishing specific goals, budgets, staffing plans, and timelines that align with the department’s objectives.

• Assist in tracking project schedules and deliverables.
• Track key performance metrics and contribute to departmental reporting and planning initiatives.
• Support process improvements and standardization of project coordination procedures.

• Timely submission and tracking of schedules and reports.
• Accuracy of project tracking data.
• Departmental efficiency improvements.

Process of identifying, creating, and expanding opportunities that drive growth.

• Gather and organize data for proposals.
• Maintain accurate client and project records in company databases.
• Support business development initiatives through coordination and document preparation.

• Quality and completeness of proposal submissions.
• Responsiveness to client and internal requests.
• Positive client feedback on billing interactions.

Coordinate, organize, and support projects to ensure they are complete, on time, within scope, and on budget. Focuses on administrative, documentation, and communication that enable teams to work efficiently and achieve objectives.

• Track project milestones, deliverables, and due dates using project management systems and internal trackers.
• Communicate regularly with clients and engineers regarding project status and deliverables.
• Process purchase orders, invoices, and work-in-progress documentation; maintain accurate project records.
• Coordinate shipments, schedules, and vendor communication as needed.

• Accuracy of project setup and tracking data.
• On-time completion of deliverables.
• Client satisfaction and communication response time.

Application of technical knowledge and the use of specialized tools, software, or systems are required to perform job tasks efficiently and meet organizational goals.

• Utilize Microsoft Office, Unanet, Smartsheet, and project tracking software for documentation and reporting.
• Utilize client portals to complete projects, update client trackers, and upload job deliverables.
• Maintain and update company databases and electronic filing systems.
• Assist with implementation and adoption of new technology tools to improve project workflows.

• Data accuracy and completeness.
• Proficiency with project software systems.
• Timeliness of report generation.

The process and inspections used to ensure that all work meets established standards, specifications, and client requirements through the prevention, detection, and correction of errors.

• Review documents for accuracy and compliance with company procedures.
• Assist in implementing QA/QC procedures for project deliverables.
• Ensure project data is complete and accurate for billing purposes.
• Identify and recommend improvements in administrative processes.

• Reduction in documentation errors.
• Compliance with QA/QC standards.
• Positive audit or client feedback.

Supports the organization's resources and facilitates smooth administrative operations, enabling efficient…