Electric Power Project Coordinator

Weisiger Group•Charlotte, NC

3d•Onsite

About The Position

The Electric Power Project Coordinator provides administrative, operational, and customer support for Electric Power Sales Project Managers within a Caterpillar Power Systems dealership. This role is responsible for coordinating project documentation, equipment orders, invoicing, and scheduling activities throughout the project lifecycle. The ideal candidate is highly organized, detail-oriented, team-oriented, and proficient in Procore and dealership business systems. The Project Coordinator serves as a key liaison between sales, customers, Caterpillar, vendors, accounting, service, and operations teams to ensure projects are properly documented, tracked, and executed. Success in this role requires the ability to work effectively in a collaborative team environment, communicate openly, support shared goals, and build strong working relationships across departments.

Requirements

Associate's or Bachelor's degree in Business, Engineering Technology, Construction Management, or related field; or equivalent work experience.
2+ years of experience in project coordination, administrative support, construction, power systems, or related industries.
Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
Strong organizational, communication, and document management skills.

Nice To Haves

Experience with Procore, including the ability to work with Procore support to modify workflows, tools, and project settings to meet current business and project needs.
Experience working in a Caterpillar dealership, power generation, construction, or industrial equipment environment.
Familiarity with Caterpillar equipment ordering processes and dealership business systems (DBS).
Knowledge of generators, switchgear, transfer switches, and power system applications.

Responsibilities

Support multiple electric power projects from order placement through project closeout.
Maintain project files, documentation, and tracking logs.
Coordinate internal communication between sales, engineering, operations, purchasing, and service departments.
Schedule meetings and follow up on action items.
Prepare project status reports and administrative documentation.
Create and maintain project records within Procore.
Create, maintain, and improve Procore workflows for new projects to support consistent project setup, documentation routing, approvals, and project controls.
Upload and manage project documents, drawings, specifications, contracts, and correspondence.
Generate project reports and distribute information to internal and external stakeholders.
Support field personnel with Procore documentation and project updates.
Work with the Procore supplier and internal stakeholders to evaluate, implement, and support new Procore tools, features, and process improvements.
Place equipment orders with Caterpillar and approved suppliers.
Ensure accurate order entry, configuration, pricing, delivery requirements, and supporting documentation.
Track order status and communicate delivery updates to project managers.
Compile, review, and distribute customer invoices in accordance with contract terms and project milestones.
Coordinate with project managers to ensure all billable equipment, services, and change orders are properly documented and invoiced.
Work with Project Managers to confirm billing milestone accuracy and ensure invoicing aligns with contract terms, project progress, and customer requirements.
Maintain invoice records and supporting documentation.
Work closely with internal Accounts Receivable personnel throughout all phases of the project.
Monitor payment status and assist with collection efforts as needed.
Support project closeout by ensuring billing activities are completed and payment issues are resolved.
Serve as an alternate point of contact for routine customer and vendor inquiries when the Project Manager is unavailable, helping route questions, provide status updates, and maintain timely communication.
Coordinate project information between customers, contractors, vendors, and internal departments.
Assist in resolving documentation, scheduling, and administrative issues.
Promote the consistent use of workflow documentation to support standardized processes, clear handoffs, and reliable product delivery for all customers.
Maintain complete and accurate project records in accordance with dealership and Caterpillar requirements.
Review project financial limits against actual financial performance, identify variances, and communicate findings to the Project Manager for follow-up.
Other duties as assigned.