Project Coordinator - 5K Controls

Hays Electrical Services • Austin, TX

2d • Onsite

About The Position

The Project Coordinator provides administrative and organizational support to the project delivery team, helping to ensure that 5K’s BAS/EMS projects are tracked, documented, and executed in an orderly and efficient manner. This role works closely with Project Managers and Project Engineers to coordinate schedules, manage project documentation, facilitate communication between internal teams and external stakeholders, and keep projects on track from award through closeout. The Project Coordinator is an entry-to-mid level role that offers a clear path of growth within 5K’s project delivery function.

Requirements

• 1-3 years of experience in project coordination, administrative support, or a similar role in a construction, engineering, or technical services environment
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously
• Proficiency in Microsoft Office (Word, Excel, Outlook) and experience with project management tools (Procore, Smartsheet, or equivalent)
• Clear and professional written and verbal communication skills
• Attention to detail with a commitment to accuracy in documentation and record-keeping
• Associate’s or Bachelor’s degree in business administration, construction management, or a related field, or equivalent experience

Nice To Haves

• Prior experience in a building automation, HVAC controls, electrical contracting, or specialty trade contracting environment
• Familiarity with construction project documentation including submittals, RFIs, change orders, and closeout packages
• Experience using Procore or a similar construction project management platform

Responsibilities

• Assist Project Managers with scheduling, tracking, and coordinating project activities from award through closeout
• Maintain and update project documentation including schedules, RFI logs, submittal registers, contact lists, and meeting minutes
• Coordinate communication between project teams, subcontractors, field installation partners, and clients as directed by the Project Manager
• Track and follow up on submittmits, procurement items, and vendor deliveries to ensure materials arrive on schedule
• Assist in preparing project status reports, WIP updates, and change order logs for internal review
• Maintain organized digital project files in 5K’s project management system, ensuring all documents are current and properly filed
• Support the scheduling and logistics of site visits, commissioning activities, and client meetings
• Process vendor invoices, purchase orders, and billing documentation in coordination with the Project Manager and finance team
• Coordinate onboarding documentation for new projects including subcontractor agreements, insurance certificates, and compliance requirements
• Provide general administrative support to the project delivery department as needed

Benefits

• Comprehensive health, dental, and vision insurance
• Generous paid time off and company holidays
• Opportunities for professional growth and advancement within a rapidly scaling organization

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree