Project Coordinator

PURVIS Systems is a technology solutions partner that develops, implements and maintains mission-critical solutions for federal and local government agencies.

The Project Coordinator supports our Fire Station Alerting System (FSAS) Project Managers by handling day-to-day coordination, documentation, and follow-up for assigned work, such as equipment add-ons and selected Computer-Aided Dispatch (CAD) migrations, carried out within Project Manager-approved scopes, schedules, and procedures.

The Project Coordinator tracks commitments, coordinates routine activities, and escalates unresolved issues.

The role works with internal engineering, software, QA, production, shipping, and support teams, as well as customers, CAD vendors, installers, subcontractors, and General Contractors, as needed.

The day-to-day responsibilities include:

• Maintain schedules, milestone dates, action owners, open items, and deliverables in  and SharePoint. Follow up on commitments, verify completion with responsible parties, and report delays or missing information.
• Prepare agendas, meeting notes, status updates, and standard project documents. Keep quotes, statements of work, bills of materials, drawings, and approved revisions organized and accessible.

• Track engineering, software, configuration, testing, production, and shipment deliverables against the approved schedule. Confirm status and availability with the responsible departments.
• Prepare and route internal requests and handoff packages. Track prerequisites and obtain readiness confirmations from the responsible technical teams for planned activities; elevate missing prerequisites or resource conflicts.

• Coordinate site access, customer contacts, deliveries, installer availability, and approved travel or other field logistics.
• Collect installation updates, maintain punch lists and open-issue records, and follow up through documented completion. Promptly route field issues to the Project Manager and appropriate technical resources.

• Track purchase-order status, vendor deliveries, and subcontractor commitments within approved scopes and schedules.
• Collect field reports, invoices, supporting records, and change requests for Project Manager review. Flag discrepancies between documented scope, reported work, and invoicing.

• Serve as a routine coordination contact for assigned work. Arrange customer meetings, site visits, testing, and training; document decisions, commitments, and action items.
• Request and track customer-provided site-readiness, network, interface, and access information using requirements supplied by the technical teams. Refer technical questions to the appropriate specialists and potential scope changes to the Project Manager.

• Collect required training records, test results, customer acceptance documents, and other deliverables. Track missing records and outstanding punch-list items for Project Manager review.
• Organize closeout files and support the handoff to Customer Support, including the documentation needed for financial and administrative closeout.

The Project Coordinator owns accurate records, timely communication, and follow-through on assigned work. The Project Manager retains overall project accountability. The coordinator does not independently approve scope or budget changes, authorize additional work or payments, change customer commitments, or authorize operational cutover. These decisions remain with the Project Manager and applicable approval authorities. Technical approvals and customer acceptance remain with the designated technical personnel and…