Project Coordinator

About the position

As a Project Coordinator, you'll be the key to seamless project management, providing vital administrative support to keep our operations running efficiently. You'll handle everything from tracking proposal costs and coordinating communication to processing invoices and managing collections-all while ensuring projects stay on schedule and within budget.

Responsibilities

• Set up and track projects in our ERP system
• Compile and organize field reports for accuracy and efficiency
• Process invoices and oversee collections to maintain financial flow
• Keep communication streamlined between teams and stakeholders
• Support project managers with day-to-day administrative needs
• Assist in preparing and managing cost estimates for project proposals
• Collaborate with project managers and engineers to gather necessary data for proposal development
• Ensure accuracy and completeness of cost information to support competitive bids
• Facilitate effective communication across all levels of the project team
• Prepare and distribute project-related communications, including meeting agendas, minutes, and status reports
• Act as a liaison between departments to ensure seamless workflow and project execution
• Set up and maintain project information in the ERP system
• Ensure all project data is accurately entered, updated, and properly organized
• Generate project-related reports and provide insights for project tracking and decision-making
• Collect, compile, and review field reports from project sites
• Ensure timely and accurate submission of field reports
• Assist in analyzing field data to identify trends, discrepancies, or potential issues
• Prepare and issue invoices for project-related work
• Track and manage the invoicing process to ensure timely payments
• Address and resolve any invoicing discrepancies in collaboration with internal teams and clients
• Monitor accounts receivable and proactively follow up on outstanding invoices
• Communicate with clients to ensure prompt payment and assist in improving collections processes
• Oversee office supply inventory and ensure necessary materials are stocked
• Place orders for office supplies and maintain vendor relationships
• Coordinate with staff to fulfill office supply needs efficiently

Requirements

• Bachelor's degree in business administration, Engineering, or a related field is preferred
• Minimum of 2-3 years of experience in a project coordination or similar administrative role, preferably within an engineering or construction environment
• Experience with ERP systems and financial management software is highly desirable

Benefits

• Fast-paced, dynamic work environment
• Growth opportunities & career development
• Competitive pay & comprehensive benefits