Operations Project Coordinator I

U.S. Engineering•Kansas City, MO

1d•$25 - $35•Onsite

About The Position

The Operations Project Coordinator I provides essential support to Account Managers and Project Managers by assisting with sales pursuits, proposal development, cost estimating, and project documentation. Supporting the sales process, this role helps qualify opportunities, organize information, coordinate with internal teams and vendors, and assist with job planning and project setup. The Operations Project Coordinator ensures opportunities and projects are well-prepared, clearly documented, and aligned with client expectations.

Requirements

High School graduate or equivalency (GED) required.
Two (2) years administrative support.
Two (2) years of experience with document control processes.
Proven experience in project coordination, preferably in the mechanical services industry.
Excellent communication skills, both written and verbal, with the ability to effectively interact with customers and internal stakeholders.
Proficiency in using office software, including MS Office (Word, Excel PowerPoint, Outlook).
Attention to detail and accuracy in documentation, reporting, and project coordination.
Ability to work independently and collaboratively in a team environment.
Must be proficient in MS Word, Excel; proficiency with Bluebeam (preferred) or Adobe.
Sharp attention to detail and superior organizational skills.
Ability to adapt to shifting priorities – flexibility.
Keen sense of urgency and proven ability to meet or exceed deadlines and commitments.
Ability to communicate effectively, both verbally and in writing.
Ability to develop and foster effective professional relationships, internally and externally
Knowledge of construction engineering technology, processes and standards.
Team orientation and collaborative spirit.
Self-motivation; ability to drive results.
Effective communication skills.
Ability to develop and foster strong professional relationships.
Basic level of business acumen.
Ability to proactively identify potential problems and their solutions.
Thorough knowledge of mechanical construction industry practices, processes, and standards – including systems design, installation, and servicing.
Must possess a strong technical knowledge of HVAC or Control systems, as well as a basic knowledge of plumbing systems.
Ability to maximize performance of project team through innovative and effective management techniques.
Superior communication and interpersonal skills, such as diplomacy, persuasion, etc. are essential to develop and foster effective professional relationships.
Excellent Time management and organizational skills.
Basic level of financial acumen necessary to manage project budget / performance.
Knowledge of the following computer programs: MS Word, Excel.
Strong problem-solving, negotiation, and conflict-management skills.
Ability to successfully drive project through completion.

Nice To Haves

Bachelor’s degree in Business, Project Management or related field preferred
Knowledge of mechanical systems, HVAC equipment is preferred.
proficiency with Bluebeam (preferred) or Adobe.

Responsibilities

Assist Operations with job planning tasks such as organizing documentation, gathering product data, preparing kickoff materials, and other operations functions.
Participate in internal handoff meetings to support smooth transitions from Sales to Operations.
Work closely with the Operations leaders to prioritize opportunities, streamline workflows, and support job executions and quarterly initiatives.
Identify opportunities to improve job turnover, workflow efficiency, templates, and documentation processes.
Collaborate with the Operations leaders to refine processes that improve information sharing, job execution, and profitability.
Prepares and maintains project plans, tracks project progress, and prepares reports for clients or project stakeholders.
Leverage service software to document and identify tasks required for each project.
Provide weekly updates on all open items for the projects.
Coordinate and document WIP (work-in-progress) for service projects.
Analyze project progress and, when necessary, adapt scope, timelines, and cost to achieve maximum benefit.
Processes and tracks submittals from vendor requests through internal approval, external approval, and release of the submittal.
May participate in or coordinate special assignments in order to improve operational efficiencies.
Maintains and fosters positive sub-contractor and vendor relationships.
Draft RFIs (Request for Information).
Review submittals and specifications.
Assist in documentation and budget control.
Take project meeting minutes and document substitution requests.
Estimating change orders.
Develop and help monitor the project schedule.
Maintain procurement, proposal and correspondence logs.
Facilitate quality control measures.
Select products.
Perform manpower loading charts.
Prepare and maintain productivity reports.
Direct entry and extension of change orders to subcontractors.
Develop O & M manuals.
Perform cost coding.
Materials recaps and material purchases.
Perform or assist in value engineering.
Project Forecasting.