Project Coordinator

Vitol • Houston, TX

7h

About The Position

The Project Coordinator is responsible for contract administration, vendor onboarding, and project execution activities across the organization. This role manages the full lifecycle of contracts and documents to ensure compliance with company policies, legal requirements, and project objectives. This role acts as the central communication hub between vendors and internal teams and involves maintaining accurate records, facilitating communication between stakeholders, and ensuring all contractual obligations are met in a timely and efficient manner. Requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• Bachelor’s degree in Business Administration, Law, or a related field (preferred).
• 2-4 years of experience in contract administration, vendor management, legal support or project coordination.
• Experience with contract management software and tools (e.g., Monday.com, DocuSign).
• Excellent organizational and time-management skill along with strong attention to detail
• Ability to manage multiple tasks and deadlines simultaneously.
• Strong communication and interpersonal skills for working with vendors and internal teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Basic understanding of contract terminology and general legal concepts is preferred.
• Analytical thinking and problem-solving.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong interpersonal skills to build relationships with internal and external stakeholders.
• Proactive approach to identifying and resolving issues.
• Proactive, resourceful, and dependable in follow-through
• Commitment to accuracy, compliance and continuous improvement.

Nice To Haves

• Familiarity with vendor onboarding, COI tracking, or Procure-to-Pay processes is a plus.

Responsibilities

• Contract & Document Management:
• Draft and review contracts, including MSAs, NDAs, work orders, purchase orders, change orders, and other agreements.
• Ensure contracts comply with company policies, legal standards, and regulatory requirements.
• Maintain a centralized repository for all contracts and related documentation.
• Track milestones, deadlines, deliverables, signatures and contract status throughout the lifecycle.
• Coordinate and track document redlines between vendors and internal stakeholders.
• Vendor Onboarding & Compliance Collaboration and Communication:
• Initiate and manage the vendor onboarding process, ensuring proper forms, templates and documents are received.
• Serve as the primary point of contact for contract-related inquiries and issues.
• Work closely with internal teams (legal, procurement, finance, tax, and project/area managers) to address required vendor/contract needs
• Support Know Your Customer (KYC) and regulatory due-diligence checks as required.
• Track Certificates of Insurance (COI) and ensure all vendor insurance meets company standards.
• Monitor contracts to ensure compliance with applicable terms and conditions.
• Procure-to-Pay Support
• Create and track work orders and purchase orders
• Monitor purchase order/work order status, delivery timelines, and service completion
• Work with internal groups, including accounting, to resolve invoice discrepancies or documentation gaps.
• Process Improvement:
• Develop and refine standardized workflows for contract management, document filing, and vendor onboarding.
• Create checklists, refine templates, and workflows to streamline contract administration.
• Utilize and help to optimize project management tools (e.g., Monday.com or other project management software).
• Identify opportunities to enhance efficiency, reduce risks, and improve accuracy in documentation process.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees