ATS Integrated Solutions - Project Coordinator

Overview

Company Information
Established in 1986, ATS Automation is the leading provider of energy management services, automated control systems, critical airflow solutions, and building systems integration. We aim to be the market leader in excellence in building technologies by providing the industry’s best teams, engineered solutions, service support, and products. ATS custom engineers and installs building automation systems to optimize buildings’ mechanical and electrical systems, reduce building energy consumption, increase tenant comfort, and maximize the productivity of tenants and facilities management personnel.

Headquartered in the Pacific Northwest, with 14 offices and growing across the United States, we support and manage complex building automation and controls projects across the country and abroad. We seek out candidates from diverse backgrounds who are curious and eager to learn, have excellent communication skills, and who possess an exceptional work ethic and initiative. ATS is committed to employee development and offers an extensive training program and ongoing advancement to all employees.

Our company enjoys remarkable tenure and we take pride in our employees’ ability to grow their career and find long-term success at ATS.

The Project Coordinator works closely with the Operations Manager and Project Manager(s) within ATS, as well as with customers, contractors, building owners, and engineers. The primary goal of the Project Coordinator role is to enable the Project Manager to focus on the execution of the project. Both the Project Manager and the Project Coordinator share responsibility for maintaining communication with all internal and external ATS stakeholders.

While the Project Coordinator may perform certain project management tasks, the Project Manager remains ultimately responsible and accountable for the successful delivery of each project. The Project Coordinator supports the Project Managers, Operations Managers, and overall Operations Department processes, handling all project‑related administrative tasks—including required paperwork and documentation—by performing the essential duties outlined below.

• Sales Bookings
  • Book projects sold and all change orders.
  • Set up schedules of values and project budgets based on sales estimates.
  • Maintain booking and change‑order tracking logs.
• Procurement
  • Evaluate material requests and orders: receive, review, and qualify requests from Engineering, Project Managers, and field personnel; compare costs against project budgets; forward approved requests to the Procurement Administrator for ordering.
  • Maintain an inventory of surplus project materials and determine whether items should be reassigned, used as overhead, or returned for credit.
• Project Administration
  • Notify customers when the sales‑to‑operations handoff is complete and introduce the first points of contact.
  • Provide certificates of insurance as required for projects.
  • Assist in forecasting ATS labor and material costs in the forecasting system (in coordination with Project Managers).
• Subcontractor Management
  • Prepare, issue, and manage all subcontract agreements. Verify terms and conditions, contract amounts, subcontractor setup status, and current COI documentation.
  • Update subcontractors with all change‑order notices throughout project execution.
• Operations Team Administration
  • Maintain and track operations team training certifications.
  • Assist Project Managers in coordinating operations manpower schedules, vacations, and team calendars.
  • Review operations team timesheet entries to ensure consistency and accuracy.
• Document Management
  • Manage all project files, including electronic and paper documentation (Odin, N‑Drive, Teams): scope, contracts, purchase orders, change orders, subcontracts, etc.
  • Maintain the overall project tracking sheet system.
  • Prepare and provide project closeout documents to customers.
• Billings
  • Generate and issue invoices for all Operations and Service projects.
  • Review and distribute monthly billing statements once completed.
  • Reconcile billing records with financial reports for accuracy and consistency.
  • Assist Project Managers in…