Project Coordinator

Kleinschmidt Group•Madison, WI

1d•Hybrid

About The Position

This position provides an opportunity for an experienced project coordination professional to support and influence project delivery. The Project Coordinator partners with Project and Program Managers across all stages of the project lifecycle, helping keep projects organized, on schedule, and performing effectively. Responsibilities include coordinating project planning activities such as schedule development and maintenance, deliverable tracking, and project status reporting; supporting project logistics including meetings, travel, subconsultant coordination, and invoicing; and preparing and formatting project deliverables in accordance with company and client standards. The role also contributes to proposal development and project setup, while supporting project controls activities such as budgeting, forecasting, and maintaining integrated project schedules. This position requires the ability to proactively coordinate deliverables, anticipate project needs, manage priorities, and communicate effectively across teams. It operates with a high degree of independence and ownership, supporting day-to-day coordination on behalf of the Project Manager and helping drive accountability across project teams, while contributing to process improvements and adoption of new tools and workflows.

Requirements

Minimum of 8 years of experience.
Degree in Project Management, Marketing, Business Administration, Communications, Finance, or a related discipline, or equivalent experience and demonstrated expertise in project controls practices (e.g., scheduling, cost control, project planning).
Demonstrated ability to manage multiple priorities while maintaining quality, accuracy, and confidentiality.
Advanced proficiency in Microsoft Office.
Experience adapting to project management tools.
Strong knowledge of project planning and controls, including schedule development (MS Project/P6) and coordination of scope, schedule, and budget.
Understanding of budgeting, forecasting, and planned vs. actual performance.
Ability to identify process improvements, promote consistency in project coordination practices, and support the adoption of tools, systems, and workflows across teams.
Permanent authorization to work in the United States and ability to acquire authorization to work in Canada.
Willingness to travel and possess a valid driver's license.

Nice To Haves

Experience within a consulting environment.
Project controls mindset that goes beyond task execution.
Familiarity with EVM (Earned Value Management).
Experience mentoring or guiding others in project coordination or controls practices.
Experience with SharePoint and Deltek Vantagepoint.
Experience with project planning and coordination on multi-disciplinary projects, including schedule development, deliverables, and proposal/project setup.
Strong experience with document control processes, including version tracking, naming conventions, and file management and collaboration platforms.
Experience supporting project financial management, including budgeting, cost tracking, forecasting, invoicing, and project reporting.
Ability to format, review and coordinate technical documentation for quality and consistency.
Demonstrated ability to identify process improvements and promote efficient, standardized approaches across teams.
Strong communication skills with attention to detail and a commitment to quality.
Demonstrated ability to solve problems, exercise sound judgment, and proactively address project coordination challenges with minimal direction.
Ability to manage competing priorities, adapt to changing project needs, and coordinate effectively across teams while communicating priorities and supporting alignment.
Collaborative and professional, with the ability to build relationships and establish credibility across teams and leadership levels.
Capable of influencing outcomes and maintaining accountability to support project delivery.
Demonstrates ownership, accountability, and initiative, including proactively managing workload, identifying gaps, and driving coordination of project deliverables.

Responsibilities

Coordinate project planning activities such as schedule development and maintenance, deliverable tracking, and project status reporting.
Support project logistics including meetings, travel, subconsultant coordination, and invoicing.
Prepare and format project deliverables in accordance with company and client standards.
Contribute to proposal development and project setup.
Support project controls activities such as budgeting, forecasting, and maintaining integrated project schedules.
Proactively coordinate deliverables, anticipate project needs, manage priorities, and communicate effectively across teams.
Operate with a high degree of independence and ownership, supporting day-to-day coordination on behalf of the Project Manager.
Help drive accountability across project teams.
Contribute to process improvements and adoption of new tools and workflows.