Project Coordinator

HBK Engineering, LLC•Ontario, CA

15d•Hybrid

About The Position

The Project Coordinator in Ontario, CA, will work directly with Project Managers to serve as a high-level support lead, ensuring infrastructure projects are completed safely, accurately, and on schedule. This role is a hybrid of project operations and regulatory compliance; the employee will manage project data entry, resource tracking, and serve as the primary point of contact for all permit-related activities. Critical for success are an intense attention to detail, a proactive 'ownership' mindset, and the ability to navigate local jurisdictions and utility companies with professional diplomacy.

Requirements

The ability to prioritize high-stakes tasks under pressure while maintaining a professional appearance and diplomatic demeanor in the field or office.
A deep understanding of the permitting lifecycle and the ability to navigate the complexities of local jurisdictions, municipalities, and utility-specific compliance standards.
Exceptional attention to detail with the ability to audit project data, identify discrepancies in production trackers, and proactively mitigate risks before they impact the schedule.
Excellent written and verbal skills; the ability to present complex project updates to stakeholders and train field teams on documentation and safety standards.
Advanced command of Microsoft Office (Word, Excel, Project, Visio, Access) and hands-on familiarity with Primavera P6, EcoSys, B2W, or comparable utility scheduling and project control software.
A self-starting approach to problem-solving, with the "professional diplomacy" required to negotiate access and approvals with landowners and government agencies.
High School Diploma or Equivalent.
Minimum of 3 years in project coordination, construction management, or project controls.
2+ years of proven experience in administrative support, permitting, or customer service.
Thorough understanding of industry practices, contract management, budgeting, and the construction lifecycle.

Responsibilities

Work closely with division, field, and project management to ensure successful delivery and built-in accordance with OSHA and company safety regulations.
Support daily, weekly, and monthly meetings; manage all documentation, minutes, and action-item tracking.
Setup, organize, and maintain electronic project files across systems including Microsoft Office, SharePoint, Primavera P6, EcoSys, and B2W.
Coordinate and schedule subcontractors, vendors, and material suppliers (traffic control, digging, etc.) and manage project equipment and small tools.
Issue work packages, update production trackers, and audit timesheets for program efficiency.
Facilitate contractual closeout activities including lessons learned, as-built reviews, and punch list items.
Research, prepare, and submit permit applications to local, state, and federal regulatory agencies for all scopes of work.
Serve as the primary point of contact between the organization, clients, and regulatory agencies; attend meetings with utility companies and local authorities as required.
Maintain up-to-date knowledge of governing regulations and monitor the status of permit applications through the approval and construction phases.
Work with landowners to monitor lease agreements and support the project team with access coordination.
Assist in developing policies related to permitting and advise management on potential impacts of regulatory changes.