Project Support Specialist

KELE INC • Concord, NC

2d • Onsite

About The Position

The Project Support Specialist provides administrative, documentation, and coordination support across the sales, engineering, purchasing, and accounting functions on active projects. This position acts as a cross-functional point of contact — tracking submittals and RFIs, maintaining project files and documentation in the CRM/ERP systems, supporting bid package assembly and closeout billing, and keeping master project schedules and status reports current. The Project Support Specialist helps ensure projects move smoothly from order entry through closeout by keeping documentation organized, flagging at-risk milestones early, and coordinating with vendors and manufacturers on lead times and shortages.

Requirements

• Proficiency in Excel, CRM/ERP systems (Salesforce, EDW, M3, or similar), and vendor portals.
• Ability to take ownership of the field service order process end-to-end within the M3 system — entry, monitoring, and completion.
• Strong written communication skills, with the ability to draft clear, professional customer-facing correspondence and status updates.
• Ability to manage multiple concurrent projects with competing deadlines.
• Strong organizational skills and attention to detail, particularly in maintaining accurate project documentation and records.
• Comfortable coordinating across departments (sales, engineering, procurement, accounting) and with outside vendors/manufacturers.
• A proactive, resourceful approach to identifying and escalating at-risk items before they become problems.
• Discretion and confidentiality in handling sensitive projects and customer information.
• 1–2 years of experience in an office environment, ideally in project coordination, administrative, or customer service capacity.
• Proficient in Microsoft Office Suite, particularly Excel.

Nice To Haves

• Experience with a CRM or ERP system preferred.
• Associate's degree preferred.

Responsibilities

• Assist the sales, purchasing, or accounting teams with administrative tasks such as data entry, report generation, and customer correspondence.
• Support account managers, as determined by management, with data entry related to customer interactions, quotes, orders, etc. in the CRM system.
• Complete miscellaneous typing tasks, i.e., “no bid” letters, confirmation orders, etc.
• Interface with sales, engineering, and procurement to resolve specification/BOM discrepancies before submittal.
• Track submittal and RFI turnaround against customer-required dates.
• Coordinate with vendors and manufacturers on lead times, expedites, and shortage escalation.
• Monitor and maintain late order and expedite-tracking reports, proactively following up with vendors and communicating status to the internal team and customer.
• Download and organize project specification files (submittals, drawings, cut sheets, etc.) into a consistent project file structure.
• Coordinate project documentation through the full approval cycle, tracking status until final sign-off.
• Maintain project files in the CRM/ERP (Salesforce, EDW, etc.) using consistent naming and status conventions.
• Track submittal logs, change orders, and revision history to maintain a complete and accurate record for each project.
• Generate and distribute O&M manuals, as-built documentation, and warranty packages at project closeout.
• Serve as the team's primary point of accountability for project documentation completeness and accuracy — an area that has historically required dedicated attention — and recommend process improvements to reduce documentation errors and delays.
• Take the lead on field service orders within the M3 system, serving as the primary point of contact for that process.
• Enter field service orders accurately and completely, ensuring all required job, part, and customer details are captured.
• Monitor open field service orders through completion, following up with technicians, vendors, or customers as needed to keep orders moving.
• Complete and close out field service orders in M3, ensuring documentation, labor/parts detail, and billing information are accurate before closeout.
• Assemble bid packages, confirming all required forms, pricing, and technical documentation are complete prior to submission.
• Support PO issuance, invoicing milestones, and margin tracking against the quoted BOM.
• Flag scope creep or change orders for sales/project manager sign-off before proceeding.
• Assist with accounts receivable follow-up on close-out-related billing.
• Maintain a master project schedule/tracker across active jobs, including milestone status.
• Produce weekly/biweekly status reports for internal leadership and customer-facing updates.
• Proactively escalate at-risk milestones rather than waiting until deadline.
• Coordinate customer updates and expedite projects throughout execution, through final closeout documentation.

Benefits

• Medical, vision, and dental insurance
• HSA
• FSA (medical and dependent care)
• 401(k) with employer match up to 4% with immediate vesting
• Employer-paid short- and long-term disability coverage
• Employer-paid basic life and AD&D insurance; supplemental life for employees and dependents available
• Paid time off and paid holidays
• Tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree