Project Coordinator - Houston, TX

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Full Time Operations Houston, TX, US

Position Summary:

The Project Coordinator (Operations Administration) will support Project Managers and Accounting Supervisors with large-scale storage, transportation, and rigging jobs for key accounts. Will maintain accurate inventory and job records, support invoicing efforts by providing clean and timely documentation, manage repair timelines and claims tracking, and drive data quality across varied internal systems.

Essential

Job Duties and Responsibilities:

• Coordinate with warehouse / storage teams and Project Managers to verify inventory status, item counts, photographic documentation, and item or equipment readiness for delivery to job sites.
• Ensure storage data accuracy through daily system audits, cross-checking against delivery tickets, internal records, and customer shipping forecasts.
• Assist in job cost tracking through the reconciliation of PO numbers, serial numbers, barcodes, and other unique equipment identifiers.
• Work with Field Teams to capture and log the final setting location of delivered equipment; maintain equipment traceability throughout the project lifecycle.
• Support customer requests with clear documentation, equipment photos, and real-time inventory updates.
• Compile and prepare detailed invoice backup packets for key accounts, especially during month-end billing cycles.
• Review and validate all customer-facing documentation for accuracy, completeness and timely delivery.
• Act as central liaison between Project Managers, Accounting, Warehouse, Dispatch, and Field Services to ensure alignment and smooth execution of project information.
• Collaborate with Accounting Supervisors to ensure all billing activities reflect contractual terms and proper supporting documentation is included.
• Track repair needs related to stored or transported equipment; ensure equipment condition is logged promptly and updated as repairs progress.
• Monitor repair timelines and coordinate with internal teams or vendors to ensure equipment availability and deadlines are met, informing customers as necessary.
• Support claims resolution through the gathering of and organization of necessary documentation – including incident reports, photographs, service logs, and related correspondence.
• Maintain a clean and organized claims log for internal reference and customer transparency.
• Identify opportunities to streamline documentation, billing backup, inventory workflows, and customer reporting processes.
• Collaborate with internal teams to refine standard operating procedures (SOP) and support project implementation best practices across storage, transportation, and invoicing functions.
• Help ensure consistency and accuracy in data entry, file naming, barcode labeling, and equipment tracking across systems.
• Participate in internal reviews or audits to validate data accuracy and improve recordkeeping standards.
• Proactively flag discrepancies, gaps, or recurring issues in documentation or system usage and recommend solutions.
• Perform all other tasks as directed and/or necessary.

Minimum Qualifications (Experience, Skills, and Education):

• Bachelor’s degree in business administration, logistics, project management or related field preferred.
• Three (3) years’ experience as a Project Coordinator in logistics/ supply chain, construction, rigging, or a related field preferred.
• Familiarity with equipment tracking management and equipment inventory recordkeeping.
• Intermediate computer skills using a Windows-based system.
• Good knowledge of Microsoft applications including Word, Excel, and Outlook. Familiar with…