Project Coordinator & Warehousing

Pavion•Orlando, FL

20h

About The Position

Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across 70+ U.S. locations and 22 countries. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries. As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service. With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients’ needs. Learn more at www.pavion.com [https://pavion.com/] Pavion and our family of companies are seeking a talented and motivated Project Coordinator & Warehousing to join our shared services team. The Project Coordinator’s main job is to manage and oversee the scheduling, execution, and completion of installation projects, ensuring efficient coordination between customers, installers, and other stakeholders. Their responsibilities include reviewing project details, coordinating resources, scheduling installations, communicating with customers, troubleshooting issues, and ensuring projects are completed on time, within budget, and to quality standards. The coordinator’s purpose is to ensure all projects assigned (typically 25k and under) run smoothly, efficiently, and successfully. This involves acting as a central point of contact to facilitate communication and logistics, so that installations happen on schedule and to customer satisfaction. This role works with management to execute assigned projects and does not work for the Project Managers.

Requirements

High school diploma or GED
2+ years of relevant experience, including customer service, dispatch, or technical support; or an equivalent combination of education and experience
1+ years’ experience as a stockroom worker, warehouse, or inventory
1+ years’ experience with warehouse computer systems
Familiar with warehouse operations, inventory control, safety protocols and applicable software programs
Experience with scheduling or workforce management software
Familiarity with low-voltage systems, construction projects, or technical terminology
Proficient in Microsoft Office and comfortable using business software tools
Strong attention to detail and documentation accuracy
Strong skills in communication, organization, problem-solving, and customer service
Ability to manage workload independently, prioritize tasks, and work with minimal supervision
Able to collaborate effectively with both office and field teams
Demonstrates a desire to learn, grow, and adapt in a professional environment

Nice To Haves

Associate’s degree or coursework in business, project management, or a related field
Experience working in industries such as security systems, fire alarm, AV integration, or construction
Familiarity with permitting processes or project closeout documentation
Knowledge of project management tools (e.g., Smartsheet, MS Project, Procore, or similar)
Basic understanding of inventory and procurement processes

Responsibilities

Perform administrative and organizational tasks related to planning, materials tracking, and project documentation
Execute specific project tasks such as permit applications, project kickoffs, and closeout deliverables (e.g., O&M manuals, as-builts, test reports, warranties, training forms)
Provide general administrative support and assist with ad hoc project-related tasks
Maintain daily and weekly schedules for installation field staff
Identify and resolve scheduling conflicts or deficiencies
Coordinate technician schedules, site access, delivery timelines, and staff planning
Support PMO activities related to new hire onboarding
Serve as a point of contact for field technicians, customers, vendors, and internal teams
Relay timely and accurate information between project stakeholders
Communicate with customers to gather project requirements, provide updates, estimate timelines, and address any concerns
Provide weekly project updates to stakeholders and maintain clear, organized documentation
Document and track key decisions, changes, and actions from meetings (e.g., scope changes, procurement issues)
Track costs, margins, and budgets for work orders and ensure accurate billing, including warranty/non-warranty items
Identify and escalate issues such as project delays, missing equipment, or site problems to management
Assist in collecting and organizing quality control documentation, including photos, test results, and signoffs
Apply sound judgment and common sense when handling instructions and making decisions
Track equipment orders, deliveries, and material availability to support project schedules and technician readiness
Receive and process incoming materials, including verifying shipments, labeling, and entering receipts into the company inventory system
Stage materials and equipment for upcoming installations and service jobs.
Maintain accurate inventory and transaction records by issuing materials to jobs, tracking shipments, and updating work orders
Process RMAs and coordinate return of defective or incorrect materials with vendors, ensuring proper documentation and credit
Prepare, package, and distribute parts or equipment for technician pickup, jobsite delivery, or outbound shipment
Maintain organized records of materials, tools, and consumables to support operational and project reporting