Project Coordinator

DeBra-Kuempel•Cincinnati, OH

29d•Hybrid

About The Position

We are a mechanical, electrical, and plumbing (MEP); building automation; and industrial piping contractor. Our team offers a variety of MEP and process piping services, including design-build engineering for new construction and renovation, installation and specialty construction, maintenance, and air balancing, start-up, and energy efficiency services. DeBra-Kuempel is seeking to fill a Project Coordinator position. This position provides strong administrative and billing support, as well as efficiently communicating with and supporting the needs of our customers. An individual in this role will have a strong ability to multi-task, organize, be punctual and dependable, and perform independently as needed.

Requirements

Minimum 3-5 years of recent project coordination experience.
Excellent proficiency in Word, Excel, PowerPoint, and other Microsoft Office software applications.
Experience working with AIA forms, certified payroll, prevailing wage, State and Federal forms.
Ability to learn other software applications as needed.
Demonstrates integrity, professionalism, sound judgment, and commitment to quality with strong attention to detail.
Self-motivated and effective in fast-paced environments with strong organizational, analytical, technical, problem-solving, and multi-tasking abilities.
Excellent written and verbal communication skills with the ability to build positive relationships, collaborate effectively, and engage at all organizational levels.

Nice To Haves

Minimum 2 years accounting/billing experience preferred.
Knowledge/experience within a mechanical contracting firm preferred.
Knowledge/experience with Smartsheets preferred.
State of Ohio notary preferred.

Responsibilities

Coordinate project activities with Project Managers and cross-functional teams to ensure timely delivery, effective communication, high-quality service, and alignment with customer and corporate requirements.
Manage purchase orders and contract preparation, including creation, validation, and distribution to appropriate stakeholders to support implementation and invoicing processes.
Oversee invoicing, billing, collections support, and financial documentation, resolving discrepancies and ensuring accuracy across all project-related financial transactions.
Maintain and manage project tracking tools, including spreadsheets, reports, job cost data, and financial metrics to support visibility, forecasting, and informed decision-making.
Prepare and validate weekly productivity metrics, weekly payroll data, and monthly Work in Progress (WIP) reports to ensure accuracy, compliance, and alignment with financial expectations.
Coordinate and facilitate meetings by organizing schedules, driving agendas, documenting outcomes, and ensuring follow-up actions are completed.
Schedule technicians as needed for customers to achieve project goals.
Manage onboarding documentation for new hires, ensuring completeness, accuracy, and compliance with organizational and regulatory requirements.
Oversee permitting processes, including obtaining and managing project permits to ensure compliance and adherence to project schedules.
Ensure compliance with certified payroll requirements by preparing, reviewing, and validating reports for both internal teams and subcontractors on prevailing wage projects.
Provide comprehensive administrative support by creating, maintaining, and organizing correspondence, reports, invoices, and documentation.
Performs all other duties as or assigned to support the success of the role and the organization.