Project Coordinator

Project Coordinator

Location: Phoenix, AZ
Employment Type: Full-Time

About This Opportunity:

We are currently seeking a Project Coordinator to support the successful execution of P&C-related projects. The ideal candidate is organized, detail-oriented, and proactive, with experience in scheduling and cross-functional collaboration. This role is critical in helping ensure projects are delivered on time, within scope, and to the highest standards.

• Open new jobs in Salesforce and Business Central accurately and promptly, ensuring project information, customer details, scope, and internal assignments are complete.
• Verify planning lines, labor categories, materials, subcontractor costs, expenses, and other project requirements align with the approved proposal and scope of work.
• Review and adjust initial project budget costs as authorized to establish an accurate baseline for project execution and financial tracking.
• Prepare and distribute complete job packets, including scope documents, purchase orders, customer requirements, drawings, schedules, safety information, forms, and other project-specific documentation.
• Open and maintain change orders, confirming scope, pricing, approvals, budget impacts, and supporting documentation are properly recorded.
• Contact clients to confirm site readiness, scheduling requirements, access restrictions, outage windows, points of contact, and other information needed for successful execution.
• Develop and maintain project schedules in coordination with clients, project managers, supervisors, field personnel, and report-writing resources.
• Allocate manpower and coordinate technicians, engineers, equipment, and other resources based on project scope, qualifications, availability, geography, and schedule priorities.
• Work with regional branches to secure and share qualified personnel, specialized equipment, and other resources when local capacity or project requirements demand additional support.
• Track project progress, milestones, labor usage, costs, schedule status, deliverables, and outstanding items; promptly communicate risks, delays, scope changes, and resource conflicts.
• Maintain accurate and current job records in Salesforce and Business Central so operational and financial information is visible to project stakeholders.
• Provide clear and timely billing instructions and supporting documentation to the Billing Department, including billing schedules, percent complete, change orders, purchase order requirements, and customer-specific invoicing instructions.
• Coordinate scheduling for technical report writing, review, approval, and delivery to support contractual deadlines and timely project closeout.
• Participate in operations planning meetings, scheduling meetings, and work-in-progress (WIP) meetings; provide updates on staffing, schedule, cost, billing, risks, and required actions.
• Assist field personnel and supervisors with timesheet submission, coding, corrections, approvals, and follow-up to support accurate payroll and job-cost reporting.
• Monitor open action items and follow up with internal teams and clients to keep projects moving from job setup through execution, billing, reporting, and closeout.
• Support project closeout by confirming required reports, field documentation, billing information, change orders, and customer deliverables are complete.
• Maintain professional communication with clients, field teams, regional branches, and support departments while providing responsive service and accurate project information.
• Identify workflow gaps and recommend improvements to project coordination, scheduling, documentation, resource planning, and system data quality.
• Perform other related coordination and administrative…