Project Coordinator

Aston Carter•Rocky Hill, CT

7d•$55,000 - $65,000•Onsite

About The Position

The Project Coordinator supports Controls and Energy Services projects from contract setup through completion. The role maintains the controls service agreement database and renewal process, manages shared proposals and contracts, supports sales proposal development, and provides functional backup to the Service Coordinator as needed. The Project Coordinator supports the Energy & Controls Director by collecting, coordinating, and distributing the information and approvals needed to deliver projects in alignment with quality, schedule, budget, profitability, safety, and customer-satisfaction goals. The position coordinates service agreements, project assignments, purchasing and materials, project documentation, scheduling, billing, commissioning, and closeout. It also provides administrative support to the General Manager, Operations team, and control technicians. This is a permanent, fully onsite position based in Rocky Hill, Connecticut, in a standard construction environment with an office setting. Typical hours are described as likely to be 7:00 or 7:30 AM to 3:30 or 4:00 PM.

Requirements

Proficiency in data entry and administration.
Expertise in Microsoft Office.
Strong customer service skills.
Three years of administrative experience in a manufacturing or construction setting.
Knowledge of Work in Progress (WIP), warranty, purchasing, ordering, and contracts.

Responsibilities

Manage the controls service agreement system, including new agreement setup, renewals, and cancellations.
Participate in sales-to-operations turnover meetings for new service agreements and ensure accurate setup details for pricing, billing frequency, covered equipment, materials, tasking, and preventive-maintenance schedules.
Administer monthly agreement renewals by monitoring 90-day expiration reports, preparing renewal proposals, and communicating with customers.
Follow up on cancellation requests, identify root causes, attempt remediation when possible, and notify management of non-renewals.
Maintain logs of contract-value changes resulting from escalations, negotiated pricing, or scope adjustments.
Coordinate Controls project assignments with the Energy Services / Controls Operations Manager.
Develop working knowledge of Siemens, Tridium, and Prolon product lines and act as a liaison with manufacturers.
Place, receive, and track approved material orders; prepare materials for delivery or technician pickup.
Organize and maintain Controls inventory and the stockroom.
Ensure software licenses remain current.
Coordinate IT support and technical-assistance cases for control technicians.
Provide administrative support to the General Manager and Operations team as required.
Assist with purchasing materials, equipment, and subcontractors, and with contract finalization.
Coordinate permits, distribute contract documents, and establish project files and plan sets.
Maintain resource-loading charts, delivery schedules, change-order logs, and RFIs.
Run weekly Work-in-Progress reports and support monthly project reviews.
Prepare invoices, track customer payments, and assist with final pay applications and lien waivers.
Support equipment startup, commissioning, owner training, and distribution of O&M manuals.
Ensure completion and distribution of as-built documentation and warranty materials.
Coordinate punch-list items, post-construction meetings, and project closeout activities.
Support control technicians with administrative duties, work-order coordination, preventive-maintenance scheduling, and system-backup documentation.
Organize bid schedules, pre-bid reviews, buyout activities, subcontractor qualification, sales-to-operations turnover meetings, and technician training sessions.