JOB SUMMARY:

The Project Coordinator supports the successful execution of projects by managing administrative tasks, tracking progress, and ensuring project milestones are met on time and within budget. This role works closely with internal teams, clients, and vendors to support communication, documentation, and compliance throughout the project lifecycle.

REQUIRED SKILLS/ABILITIES:

• Strong verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Proficient in office and project management processes.
• Ability to develop, manage, and analyze budgets.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and SharePoint.
• Experience with ERP systems, particularly NetSuite, is a plus.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Business, Project Management, or a related field preferred.
• Minimum of 5 years of relevant experience in project coordination or a similar administrative/project support role.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 25 pounds occasionally.

• Monitor and maintain project plans, schedules, work hours, budgets, and expenditures.
• Track project progress and documentation using SharePoint, ensuring all files are current and accessible.
• Verify all project-related costs are accurately captured and aligned with customer specifications.
• Ensure pricing meets company standards for margin requirements.
• Serve as a point of contact for customer and vendor questions, concerns, or complaints throughout the project.
• Facilitate collaboration between departments to develop and manage project budgets.
• Organize, attend, and participate in meetings; document and follow up on key actions and decisions.
• Ensure all projects follow established frameworks and that documentation is complete and properly maintained.
• Track and document all change orders and scope adjustments.
• Assist with scheduling and verify/approve project-related hours.
• Set up new vendors and manage related documentation, including W9s, Certificates of Insurance (COIs), and Master Service Agreements (MSAs).
• Manage NetSuite processes, including project creation, quote entry, sales orders, and invoicing.
• Gather required materials (e.g., photos and documentation) to complete customer close-out packages.
• Compile and review all project documents upon completion to evaluate profitability and identify areas for improvement.
• Perform other duties as assigned.