Project Coordinator

The Project Coordinator will support the planning, execution, and administration of low-voltage design (AV, IT, Security) and Smart Building services projects. This role requires exceptional organizational skills, attention to detail, and the ability to manage project documentation, scheduling, and operational coordination. Additionally, this position will support internal operations, including internal meetings, travel coordination, and administrative tasks.

Project Coordination & Administration:

• Assist Project Managers in planning, scheduling, and tracking project activities.
• Maintain and organize project documentation, including schedules, reports, meeting minutes, and correspondence.
• Track project milestones and deliverables, ensuring deadlines are met and teams remain aligned.
• Support communication between internal teams, vendors, and stakeholders by distributing updates and managing information flow.
• Assist in preparing project proposals, RFP responses, and presentations.
• Monitor budgets and process project-related administrative tasks such as invoices, purchase orders, and change orders.

Operational Coordination & Administration:

• Ensure staff submit timesheets accurately and on time; track and follow up as needed.
• Coordinate company gatherings, team meetings, and internal events.
• Arrange and manage employee travel logistics, including flights, accommodations, and transportation.
• Support CEO and senior leadership with administrative tasks, including scheduling, document preparation, and communications.
• Maintain operational resources (IT support, Software Licenses, etc.) to support project and team needs.
• Implement and optimize internal workflows to improve efficiency and team productivity.

• Associate’s or Bachelor’s degree in Project Management, Business Administration, or a related field preferred.
• 1-3 years of experience in project coordination, preferably in AV, IT, Security, Smart Building, or related industries.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and project management tools (e.g., Smartsheet, Microsoft Project, Click Up, Procore).
• Experience with timesheet management and travel coordination.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Strong verbal and written communication skills, with attention to detail.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Experience supporting executive leadership or office administration is a plus.