Field Services & IT Project Coordinator

CubX•Lakewood, NJ

2d•Onsite

About The Position

CubX is seeking a highly organized, polished Field Services & Vendor Coordinator to coordinate external vendors, field technicians, ISP installations, phone setups, wiring partners, and onsite logistics for facility buildouts and IT deployment projects. The role coordinates vendors performing technical work rather than performing that work directly, ensuring they meet CubX timelines and requirements. Vendors may include HVAC, cabling, copier, phone, security, access control, ISP, and other trades that affect the network. The coordinator manages field technician scheduling, scopes of work, travel arrangements, client preparation, and internal communication to keep deployments running smoothly. The role is full-time and onsite in Lakewood, New Jersey, supporting fast-paced, deadline-driven projects and representing CubX to clients and vendors. CubX offers competitive pay with performance-based growth opportunities, paid time off and company holidays, health, dental, and vision insurance with HSA and FSA options, a 401(k) plan with company match, an onsite gym, a modern collaborative office, ongoing training and professional development, access to technology and real-world project experience, team events, employee appreciation initiatives, and a culture centered on innovation, teamwork, and growth.

Requirements

Experience coordinating vendors, field teams, contractors, or service partners.
Experience managing schedules, timelines, and multi-step field tasks.
Experience preparing scopes of work or job instructions for field staff.
Experience communicating with clients to prepare them for onsite visits or technical installations.
Familiarity with basic IT and networking concepts, including Wi-Fi, switches, cabling, demarcation points, and ISP handoffs.
Understanding of vendor workflows such as ISP installations, wiring requirements, access control, and copier setups.
Ability to interpret scopes of work, vendor diagrams, and installation details.
Strong scheduling, planning, and follow-up skills.
Ability to coordinate multiple vendors toward a shared project timeline.
Experience coordinating travel with travel agents or internal travel teams.
Ability to manage field technician travel, readiness, and instructions.
Experience handling or tracking invoices, receipts, or expense documentation.
Willingness to work occasional after-hours for critical network cutovers, facility access windows, or vendor scheduling needs.
Professional and polished communication with clients, internal teams, vendor leadership, and other stakeholders.
Ability to prepare clients for onsite work and align expectations.
Clear, structured writing for documentation and instructions.
Strong documentation habits and experience with project management tools such as Asana, Monday.com, ClickUp, or Trello.
Ability to maintain accurate vendor, ISP, and phone system records.
High attention to detail and accuracy.
Ability to work onsite in Lakewood, New Jersey, in a fast-paced, deadline-driven environment.
Professional appearance and demeanor when representing CubX to clients and vendors.

Responsibilities

Coordinate facility vendors, including HVAC, cabling, phone, copier, access control, security, ISPs, and other trades.
Align vendor timelines with project schedules and deployment windows.
Gather scopes of work, assist in obtaining quotes, and prepare vendor comparisons for clients.
Communicate requirements, expectations, and changes to vendors and partners.
Coordinate ISP installations and upgrades, demarc locations, and wiring needs.
Document ISP and cabling details, including circuits, handoff types, installation notes, and contacts.
Communicate wiring requirements to vendors and follow up on completion.
Draft scopes of work for onsite tasks and deployments.
Ensure field technicians have tools, instructions, schedules, and clear expectations.
Train and brief onsite technicians on processes and standards.
Schedule local onsite visits and arrange travel for out-of-area jobs.
Coordinate flights, hotels, and transportation with the company travel agent.
Prepare travel packets and deployment instructions for each visit.
Track expenses, receipts, reimbursements, and approvals.
Prepare clients for onsite visits, expectations, and timelines; provide updates before and after deployments.
Coordinate with project managers, engineers, and leadership to keep stakeholders aligned.
Relay vendor progress, risks, and readiness updates.
Maintain vendor documentation, including contacts, quotes, timelines, wiring notes, and installation records.
Update project management tools, templates, and SOPs.
Support scheduling, readiness checks, and progress tracking for project teams.