Project Support Specialist

Thermo Systems•Beaver Dam, WI

8d•$58,000 - $62,000•Onsite

About The Position

The Project Coordinator supports the successful delivery of automation and control system integration projects by providing project coordination, controls, and administrative support to Project Managers and the PMO. This role plays a critical part in maintaining project organization, supporting the Stage-Gate delivery model, and ensuring project documentation, reporting, and communication remain accurate and on track. The Project Coordinator acts as a central point of coordination across Engineering, Procurement, Field/Operations, and customers to support day-to-day execution and follow-through.

Requirements

03+ years of experience in project coordination, project administration, or operations support (industrial, construction, or technical environments preferred).
Strong organizational skills with the ability to manage multiple priorities
Effective communication skills across cross-functional teams and customers
Detail-oriented with strong follow-through and accountability
Ability to work independently while supporting a team environment
Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
Ability to quickly learn internal systems, tools, and PMO processes
Proof of eligibility to work in the country where the position is located is required
Maintain a valid drivers license
Fit for Duty at all times

Nice To Haves

Bachelors degree in business, engineering, construction management, operations, or related field preferred. Equivalent practical experience will be considered in lieu of a degree.
Familiarity with basic project management concepts (scope, schedule, cost, risk, and change control) is a plus.
Experience with project tools (MS Project, Smartsheet, SharePoint, Teams, Jira, or similar) is a plus

Responsibilities

Coordinate internal and customer meetings including agendas, notes, action items, and follow-ups.
Maintain stakeholder lists and support project communication plans.
Serve as a coordination point across Engineering, Procurement, Field/Operations, subcontractors, and customers.
Ensure timely follow-through on project updates, deliverables, and communications
Support Project Managers in executing Thermo Systems Stage-Gate model.
Maintain and organize project documentation, Gate artifacts, and approval records.
Ensure proper version control, configuration management, and audit readiness.
Track Gate readiness and escalate risks to schedule adherence.
Maintain project schedules, milestone trackers, and look-ahead plans.
Track action items, deliverables, and dependencies with clear ownership and deadlines.
Prepare recurring status updates, dashboards, and PMO reporting.
Support cost tracking, PO logs, invoice routing, and basic budget visibility as directed.
Track and manage change requests, including documentation and approval workflows.
Maintain risk registers and support mitigation tracking.
Track project issues, decisions, and lessons learned
Support procurement activities including RFQs, quote tracking, and submittal logs.
Assist with vendor and subcontractor coordination, including documentation and onboarding requirements.
Track delivery schedules and follow up on vendor commitments
Assist with QA/QC documentation including inspections, test records, and punch lists.
Support project closeout including as-builts, O&M manuals, training records, and final deliverables.
Contribute to lessons learned and continuous improvement efforts.
Provide feedback to PMO on process and template improvements