Project Folder Coordinator - Indianapolis, IN

Kirby Risk•Indianapolis, IN

108d•Onsite

About The Position

Kirby Risk is hiring a Project Folder Coordinator to support its Project Management team and help ensure project information is accurate and accessible. The role manages and maintains virtual project folders, monitors billing activity and project milestones, shares status updates, identifies potential project opportunities, and collaborates across departments to support customers and keep projects on schedule. The position is primarily onsite in an indoor office environment, using standard office equipment. It is a fast-paced, collaborative role supporting multiple projects and stakeholders. The work environment may include varying noise levels, including moderate noise from machinery, heavy equipment, moving motorized vehicles, alarms, vibration, and conversations. Occasional travel may be required for training or visits to customer and Kirby Risk locations. The schedule is Monday through Friday during regular business hours.

Requirements

College-level coursework or equivalent work experience.
At least 2 years of experience in electrical products sales, project coordination, or a related field.
Strong organizational skills and ability to manage multiple projects, priorities, and deadlines simultaneously.
Excellent attention to detail and commitment to accuracy.
Strong interpersonal, written, verbal, and customer service skills.
Professional phone etiquette and ability to communicate effectively with a variety of audiences.
Proficiency with Microsoft Office and ability to learn new business software and systems.
Collaborative, team-oriented mindset and a passion for continuous learning and improvement.
Legal status enabling work in the U.S.; the employer cannot obtain sponsorship.

Responsibilities

Manage and maintain the virtual project folder site, ensuring project information remains accurate and up to date.
Create, organize, and maintain project folders according to Kirby Risk Project Management standards.
Monitor project billing activity, vendor invoices, and change orders to help ensure accurate customer and vendor billing.
Track project milestones, including submittals, shipping dates, and factory promise dates, and communicate updates to customers and internal stakeholders.
Provide timely project status updates and reporting to account managers, inside sales teams, and management.
Identify and report upcoming project opportunities using resources such as Dodge Reports.
Collaborate across departments to meet customer needs and keep projects on schedule.
Represent Kirby Risk professionally in interactions with customers, vendors, and fellow employees.