Project Coordinator

• Location 1971 5th St, Suite 111,Tempe, AZ, 85288,United States
• Job Category Coordinator, Administrative
• Employee Type FT Non-Exempt
• Required Degree High school
• Manage Others No

Tempe, AZ | On-Site | Full-Time

At APIC Solutions, we’re building better solutions for tomorrow and a team that makes them possible.

From electrical construction and low-voltage infrastructure to integrated security and life safety systems, our work helps organizations operate safely and effectively. We serve industries including healthcare, education, government, data centers, gaming, corrections and new construction, bringing technical expertise and practical problem-solving to every project.

Behind every solution are people who take pride in their craft. Whether you work in the field, manage projects, or support our operations, your contributions matter. We value teamwork, initiative, and a commitment to doing the job with excellence—and we’re looking for people who want to grow with us.

Join APIC Solutions and help build what comes next

APIC Solutions is seeking an organized, detail-oriented Project Coordinator to join our team in Tempe, AZ. In this role, you will support the full range of project and program management activities, including weekly financial reporting, contract management, project documentation, and administrative duties. You will work closely with project managers, accounting, and customers to keep every project accurate, compliant, and on track.

• Open all jobs and work orders in Spectrum, including setting up new customers and job folders
• Review contracts and subcontracts for contract administration, communication, and documentation requirements
• Set up budgets using information provided by managers and enter budget data into the accounting program
• Enter invoices, receipts, charges, and other costs into Spectrum, ensuring timely input and quality of data entry and verification
• Maintain WIP logs and coordinate with managers for completion
• Complete prime and subcontract submittals, both electronic and manual, including making the required copies of materials used on jobs
• Submit required copies of material and equipment to primes or state agencies for approval, and track all approvals and rejections
• Assemble project closeout documents such as O&Ms, shop drawings, and test reports
• Prepare required contract compliance reports and management reports, ensuring accuracy and timeliness
• Maintain project files and records, and administer the records management program for filing, protection, and retrieval of records
• Prepare project billings, and create and send invoices to customers using information provided by managers
• Prepare and submit purchase orders, invoices, and related forms, and maintain the purchase order roster and invoice records
• Prepare and track bond requests
• Resolve payment issues with customers
• Administer job costing and cost-to-complete meetings with managers and accounting
• Track change orders
• Coordinate and schedule meetings between managers and other APIC teams, prepare for and record meetings, and maintain the Outlook calendar
• Assist in resolving customer complaints, answer customer questions regarding policies and procedures, and send customer service surveys
• Represent APIC at meetings and conferences
• Implement corporate and departmental policies, procedures, and service standards in conjunction with management
• Complete weekly payroll for field employees, ensuring accuracy, including journeyman to apprentice ratios, and track missed punch forms
• Perform other related duties as assigned

• High school diploma or GED
• Significant prior contract or administrative experience,…