Project Services Coordinator

Roberts Civil Engineering•Blackshear, GA

About The Position

Roberts Civil Engineering is seeking a Project Services Coordinator for its Consulting Division. The position provides project coordination support to assigned project managers, including the Grant Manager, and maintains designated companywide CRM responsibilities. The coordinator manages project information, deadlines, communications, documentation, and follow-up; maintains accurate lead and opportunity records; prepares agreed reports; and supports CRM users. The role requires strong organization, attention to detail, and effective coordination across project, client, and business-development processes. The position supports project delivery and grant-related coordination, maintains CRM processes and records, assists with proposals and submissions, monitors relevant procurement opportunities, and conducts property research using criteria established by Technical Division leaders. Project managers and designated leaders retain authority over technical decisions, project scope, budgets, schedules, contracts, client commitments, grant strategy, pursuit decisions, and project outcomes.

Requirements

One to three years of experience coordinating projects, deadlines, records, meetings, submissions, client communications, or comparable work is preferred.
Strong organizational, written communication, documentation, and follow-through skills.
Ability to manage multiple assignments and deadlines while maintaining accurate records and appropriate approvals.
Proficiency with Microsoft Office.
Ability to work independently and collaboratively with project managers, technical teams, clients, agencies, and support functions.
United States work authorization required.

Nice To Haves

Bachelor’s degree preferred; relevant experience in project coordination, grants administration, business administration, client service, or a related field may be considered.
Experience supporting grant-funded work, grant applications, compliance reporting, municipal consulting, civil engineering, architecture, construction, or another professional-services environment.
Experience maintaining CRM, project, or business-development records and preparing recurring reports.
Familiarity with CRM systems, Monday.com, Adobe InDesign, or comparable tools.

Responsibilities

Support assigned project managers, including the Grant Manager, with project documentation, schedules, meetings, action items, deadlines, submissions, and follow-up.
Create, organize, and maintain project documents using approved templates and systems.
Collect required project and grant-related information from internal contributors and coordinate completion of assigned deliverables.
Maintain organized project files, correspondence, meeting notes, status information, and supporting documentation.
Coordinate routine communications and information flow with clients, agencies, review authorities, partners, contractors, subcontractors, and internal team members as directed.
Assist with proposals, statements of qualifications, grant materials, applications, reports, and other assigned submissions.
Track project and grant requirements, milestones, due dates, assigned owners, and outstanding items; escalate delays, missing information, or risks to the responsible project manager.
Coordinate meetings, prepare agendas and materials, document decisions and action items, and distribute approved follow-up information.
Administer assigned CRM data processes and make approved updates to client, contact, lead, opportunity, and activity records.
Provide administrative coordination for designated product lifecycle meetings and related Monday.com workflows, including materials, action items, owners, due dates, and follow-up.
Maintain lead and opportunity records, including owners, stages, status, activity, next steps, and supporting information.
Prepare agreed recurring reports on leads, opportunities, CRM activity, data quality, and follow-up items for designated leaders.
Support CRM users with basic guidance, templates, data-quality follow-up, and escalation of system, ownership, or workflow questions.
Monitor assigned RFP, RFQ, grant, and procurement sources; enter and route relevant opportunities to the appropriate decision-maker.
Coordinate with the Marketing & Communications Specialist and technical teams on approved proposal, pursuit, resume, project profile, experience list, and related materials.
Document relationship-building activities in the company CRM on behalf of assigned team members and keep records accurate, complete, and current.
Conduct property research to identify potential development opportunities based on criteria and parameters established by Technical Division leaders.
Support consistent project delivery by maintaining clear, timely, and accurate information for assigned project managers and teams.
Partner with the Grant Manager and Consulting Division leaders to improve coordination of grant-related projects, submissions, reporting requirements, and follow-up.
Identify incomplete, outdated, or unclear CRM records and coordinate corrective follow-up with the appropriate owner.
Maintain documented CRM processes, reporting expectations, and user resources to support consistent companywide use.
Assist leaders in maintaining visibility into active leads, opportunities, upcoming submissions, and required next steps without assuming ownership of pursuit or client decisions.
Identify practical improvements to project coordination, grant support, CRM, reporting, and opportunity-tracking processes and recommend changes to the appropriate leader.
Perform other related duties as assigned.