Project Coordinator

Aston Carter•Philadelphia, PA

1d•$22 - $26•Onsite

About The Position

The Project Coordinator plays a key role in supporting commercial mechanical projects, with a strong focus on commercial kitchen hood systems across eastern Pennsylvania, New Jersey, and Delaware. This position manages permitting, documentation, and cross-functional coordination to ensure projects move smoothly from sales through construction and service. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced, collaborative environment where priorities can shift quickly.

Requirements

Proven ability to manage permitting submission and track township and municipal requirements.
Demonstrated experience in cross-functional coordination between sales, accounting, service, and construction or similar operational teams.
Strong background in job folder administration and document control, including organizing and maintaining project documentation.
Experience tracking licenses and compliance requirements, including monitoring renewals and expirations.
Client-facing coordination experience, including handling payments, scheduling, and service-related communication.
High level of organization with strong strategic thinking skills to manage multiple projects and priorities effectively.
Ability to juggle multiple tasks and handle interruptions while maintaining focus on completing existing work.
Exceptional attention to detail and a meticulous approach to documentation and follow-through.
Excellent verbal and written communication skills for clear interaction with clients, team members, and external stakeholders.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Customer-focused mindset with a commitment to delivering exceptional service.
Ability to thrive in a team environment that values both flexibility and independence.
Willingness and ability to learn quickly, adapt to a fast-paced environment, and take initiative to improve processes.

Nice To Haves

Experience in project coordination, project management, or project administration in any industry.
background in construction administration or exposure to construction-related projects is helpful but not required.
Experience with data entry and maintaining accurate records in project or administrative systems.
Prior experience in customer service, particularly in a client-facing coordination role.
Experience scheduling meetings and managing calendars for multiple stakeholders.
Exposure to recruiting, recruitment processes, or providing administrative support to hiring efforts.
Ability to work proactively, anticipate needs, and solve problems with minimal supervision.
Strong desire to learn, grow professionally, and make a positive impact within a supportive and collaborative team.

Responsibilities

Submit permit applications and track township and municipal requirements to ensure projects meet all local regulations.
Monitor the status of permits and approvals, following up with municipalities as needed to keep projects on schedule.
Coordinate cross-functionally between sales, accounting, service, and construction teams to align project timelines, deliverables, and expectations.
Maintain and administer job folders, ensuring all project documents are current, accurate, and properly stored for easy access.
Oversee document control processes, including creation, organization, distribution, and revision tracking of project documentation.
Track licenses and compliance requirements, including renewals and expirations, to ensure all necessary credentials remain active and up to date.
Serve as a primary point of contact for clients regarding payments, scheduling, and service needs, providing clear and timely communication.
Schedule meetings and coordinate calendars for internal teams and external stakeholders to support smooth project execution.
Perform data entry and maintain accurate records in project management and administrative systems.
Provide administrative support to the construction administration function, assisting with reports, logs, and project-related correspondence.
Support project management activities by helping to prioritize tasks, monitor progress, and escalate issues when necessary.
Assist with recruiting and recruitment-related administrative support as needed to help build and maintain a highly skilled workforce.
Deliver excellent customer service in all interactions, ensuring client needs are addressed promptly and professionally.
Adapt quickly to changing priorities and handle interruptions while maintaining focus on completing existing tasks.
Collaborate closely with team members to solve problems, share information, and contribute to a positive and productive work environment.