Project Coordinator

USA Rare Earth, LLC•Stillwater, OK

7d•Onsite

About The Position

The Project Coordinator serves as a key support role for capital project execution, ensuring procurement, compliance, financial tracking, and project documentation are accurate and up to date. This position partners closely with Project Managers to maintain organization, accountability, and momentum across multiple active projects.

Requirements

Project coordination, procurement, vendor management, and contract administration.
Budget tracking, cost control, cash flow forecasting, and financial reporting.
Compliance monitoring, certified payroll review, and documentation management.
ERP systems (Business Central, SAP, Oracle) and Microsoft Office Suite proficiency.
Project scheduling, milestone tracking, and project controls support.
Document control, RFIs, submittals, change orders, and closeout documentation.
Strong organizational, analytical, and problem-solving abilities.
Effective communication and stakeholder coordination across cross-functional teams.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Experience supporting projects through the full lifecycle from planning to closeout.
1–3 years of experience in project coordination, construction administration, procurement support, or a related field.
Strong organizational skills with the ability to manage multiple projects and competing priorities.
Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
Experience working with ERP or financial systems such as Business Central, SAP, or Oracle.
Strong written and verbal communication skills.
Ability to work on-site full-time in Stillwater, Oklahoma.

Nice To Haves

Experience with LCP Tracker or certified payroll compliance systems.
Familiarity with Smartsheet, Microsoft Project, or similar scheduling tools.
Background in construction, manufacturing, or capital projects.
Experience with purchase order workflows, vendor onboarding, and bid administration.

Responsibilities

Manage vendor and contractor quotes, prepare bid comparisons, and process purchase requisitions with accurate cost coding.
Track purchase orders, follow up on vendor commitments, and proactively escalate delays or issues that may impact project schedules.
Support prevailing wage and labor compliance through LCP Tracker administration, certified payroll review, and contractor onboarding.
Monitor compliance documentation and coordinate resolution of reporting issues prior to deadlines.
Maintain project cost tracking and budget tools, support cash flow forecasting, and prepare financial data from ERP systems for reporting and budget reviews.
Identify and escalate budget variances or unusual cost activity to Project Managers.
Maintain project documentation and document control processes, including contracts, RFIs, submittals, change orders, AFE packages, and closeout records.
Update project schedules, milestone trackers, and document control systems while following up on outstanding items.
Coordinate meetings, prepare agendas and project updates, document action items, and maintain project calendars.
Provide administrative and operational support to Project Managers, helping ensure projects remain organized, compliant, and on schedule.