Project Expeditor

TFP1 Inc dba Total Fire Protection Inc•Woodbury, NY

75d•$72,500 - $78,500

About The Position

The Project Expeditor supports the Projects team by coordinating documentation, schedules, compliance requirements, vendor information, customer contracts, FDNY filings, and inspection activity. This role helps keep projects moving by facilitating communication among project managers, field teams, customers, contractors, vendors, inspectors, and local authorities. Reporting to the Senior Director of Projects, the Project Expeditor plays a key role in maintaining accurate records, supporting regulatory compliance, and ensuring timely follow-up from proposal approval through project completion.

Requirements

Three (3) or more years of related project coordination, expediting, construction administration, fire protection, security, or compliance experience preferred.
Bachelor’s degree preferred, or equivalent combination of education and relevant work experience.
Experience coordinating inspections, permit filings, compliance documentation, project schedules, budgets, and stakeholder communication preferred.
Strong attention to detail, organization, follow-through, and ability to manage multiple priorities in a fast-paced environment.
Excellent written and verbal communication skills with the ability to work effectively with customers, vendors, contractors, inspectors, and internal teams.
Strong problem-solving, planning, and analytical skills with the ability to work independently and collaboratively.
Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

Coordinate contracts, subcontracts, approvals, insurance documentation, vendor requirements, and customer onboarding activities in accordance with Company and customer requirements
Support project execution by scheduling, confirming, dispatching, and tracking field work after proposal approval.
Coordinate with project managers, customers, contractors, vendors, technicians, inspectors, engineers, FDNY/DOB representatives, and other stakeholders to support timely project progress and site readiness.
Prepare, submit, and monitor FDNY filing applications and related documentation, ensuring accurate follow-up and compliance tracking.
Maintain project files, schedules, meeting details, memos, reports, budgets, and other documentation to support accurate project records and communication.
Track project status, expenses, resource allocation, risks, and follow-up actions to help ensure projects remain organized and on schedule.
Prepare project updates, reports, and PowerPoint presentations for internal meetings, leadership discussions, and customer-facing communication as needed.
Support process and SOP updates to maintain alignment with NYC laws, FDNY and DOB regulations, customer requirements, and company software workflows.
Administer post-award bid activities and prioritize follow-up for contracts, bids, insurance, and compliance items.
Provide general administrative support to the Projects department and assist with other responsibilities as assigned.