ATS Integrated Solutions - Project Coordinator

ATS Companies • Louisville, KY

15h • Onsite

About The Position

The Project Coordinator works closely with the Operations Manager and Project Manager(s) within ATS, as well as with customers, contractors, building owners, and engineers. The primary goal of the Project Coordinator role is to enable the Project Manager to focus on the execution of the project. Both the Project Manager and the Project Coordinator share responsibility for maintaining communication with all internal and external ATS stakeholders. While the Project Coordinator may perform certain project management tasks, the Project Manager remains ultimately responsible and accountable for the successful delivery of each project. The Project Coordinator supports the Project Managers, Operations Managers, and overall Operations Department processes, handling all project‑related administrative tasks—including required paperwork and documentation—by performing the essential duties outlined below.

Requirements

• Familiarity with construction means and methods
• Detail-oriented with a high level of accuracy in work
• Excellent communications and interpersonal skills
• Ability to work on mid to long-term projects and still react to unanticipated demands for your time (customer phone calls, team support requests, etc.)
• Strong analytical skills
• Strong multitasking skills
• Strong time management and organizational skills
• Ability to work independently and unsupervised
• Degree in business administration, supply chain management, or 5+ years of experience in an administrative role preferred
• Proficiency in office software, such as Microsoft Office Suite or equivalent tools
• Familiarity with scheduling, procurement, and financial tracking systems and reports

Nice To Haves

• An understanding of Building Mechanical, Control Systems, and / or Security Systems is a plus

Responsibilities

• Sales Bookings Book projects sold and all change orders.
• Set up schedules of values and project budgets based on sales estimates.
• Maintain booking and change‑order tracking logs.
• Procurement Evaluate material requests and orders: receive, review, and qualify requests from Engineering, Project Managers, and field personnel; compare costs against project budgets; forward approved requests to the Procurement Administrator for ordering.
• Maintain an inventory of surplus project materials and determine whether items should be reassigned, used as overhead, or returned for credit.
• Project Administration Notify customers when the sales‑to‑operations handoff is complete and introduce the first points of contact.
• Provide certificates of insurance as required for projects.
• Assist in forecasting ATS labor and material costs in the forecasting system (in coordination with Project Managers).
• Subcontractor Management Prepare, issue, and manage all subcontract agreements.
• Verify terms and conditions, contract amounts, subcontractor setup status, and current COI documentation.
• Update subcontractors with all change‑order notices throughout project execution.
• Operations Team Administration Maintain and track operations team training certifications.
• Assist Project Managers in coordinating operations manpower schedules, vacations, and team calendars.
• Review operations team timesheet entries to ensure consistency and accuracy.
• Document Management Manage all project files, including electronic and paper documentation (Odin, N‑Drive, Teams): scope, contracts, purchase orders, change orders, subcontracts, etc.
• Maintain the overall project tracking sheet system.
• Prepare and provide project closeout documents to customers.
• Billings Generate and issue invoices for all Operations and Service projects.
• Review and distribute monthly billing statements once completed.
• Reconcile billing records with financial reports for accuracy and consistency.
• Assist Project Managers in regularly evaluating and communicating the financial performance of projects.
• Collections Monitor accounts receivable for all Operations and Service projects and follow up with customers to ensure timely payment.
• Resolve billing discrepancies or disputes in collaboration with the appropriate teams.
• Prepare and issue collection letters or notices as needed.
• Provide regular updates to management on outstanding accounts and collection status.
• Miscellaneous Support Perform occasional parts or office‑material pickup and delivery runs to project sites.
• Pull required electrical permits as needed.
• Serve as backup for Service PC administration when necessary.
• Serve as AP backup for specific duties as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed