Senior Project Coordinator

Thermo Systems•Beaver Dam, WI

5d•Onsite

About The Position

The Senior Project Coordinator provides experienced project controls, coordination, and administrative support to Project Executives, Project Managers, and project teams to help Thermo Systems deliver projects predictably through a Stage-Gate delivery model. This role supports larger, more complex, or multiple concurrent projects and is accountable for maintaining project documentation, reporting cadence, Gate readiness, action tracking, and project controls discipline with limited direction. The Senior Project Coordinator is a key coordination hub across Engineering, Procurement, Field/Construction, subcontractors, vendors, customers, and PMO stakeholders. This role helps ensure project teams operate with clear follow-through, consistent documentation, timely reporting, and disciplined use of Thermo Systems' PMO standards and ways of working.

Requirements

5+ years in project coordination, project controls, project administration, operations coordination, or a similar role; controls integration, industrial, construction, or technical services experience preferred.
Experience supporting Project Managers or project leadership with schedule, cost, documentation, risk, change, procurement, reporting, and closeout routines
Bachelor's degree in business, engineering/technical discipline, construction management, operations, or a related field is a plus. Equivalent practical experience and demonstrated capability will be considered in lieu of a degree.
Experience with scheduling and/or project tools such as MS Project, Smartsheet, Primavera, Jira, SharePoint, and Teams is beneficial.
Demonstrated ability to coordinate multiple priorities or complex projects with limited direction, strong organization, and consistent follow-through.
Working knowledge of PMI concepts, including scope, schedule, cost, stakeholder communications, risk tracking, change control, and lessons learned.
Strong communication skills with the ability to work effectively across internal teams, customers, subcontractors, vendors, and PMO stakeholders.
Advanced proficiency in Microsoft Office, including Excel, PowerPoint, Word, and Outlook, with the ability to build clean trackers, dashboards, and executive-ready summaries.
Able to apply Thermo Systems PMO standards, templates, reporting definitions, and Stage-Gate expectations consistently across assigned projects.
Comfortable improving templates, standardizing repeatable routines, and helping project teams adopt consistent documentation and reporting practices.

Responsibilities

Lead coordination of Thermo Systems Stage-Gate artifacts, checklists, approval records, and supporting documentation for assigned projects or programs.
Maintain Gate readiness trackers, identify gaps or dependencies, and escalate items that could delay timely Gate decisions.
Ensure project files are complete, current, audit-ready, and organized with appropriate version control and configuration management.
Reinforce consistent use of PMO standards, including expected artifact quality, submission timing, and documentation discipline.
Lead recurring internal and customer coordination routines, including agendas, meeting materials, minutes, decision logs, action items, and follow-ups.
Serve as a primary day-to-day coordination point across Engineering, Procurement, Operations/Field, subcontractors, vendors, and customers to maintain clear information flow and issue follow-through.
Maintain stakeholder lists, communication trackers, project calendars, and routine update packages in support of the project communications plan.
Help onboard or guide Project Coordinators and project team members on documentation, cadence, and PMO process expectations.
Support integrated planning and baseline management by maintaining schedules or schedule inputs, milestone trackers, look-ahead plans, and deliverable registers.
Prepare and quality-check recurring PMO and leadership reporting, including bi-weekly project status inputs, dashboards, progress summaries, and portfolio reporting inputs.
Track action items, deliverables, dependencies, due dates, and owners; follow through to closure and escalate aging or at-risk items.
Support project cost tracking, PO log maintenance, invoice routing, budget/actuals visibility, and forecast support in partnership with the Project Manager and PMO.
Identify schedule, cost, documentation, or reporting variances early and provide clear summaries of risks, trends, and help needed.
Administer change control tracking by logging change requests, coordinating backup documentation, routing packages for review/approval, and tracking status through closure.
Maintain risk registers, issue logs, decision logs, and mitigation action trackers; ensure updates are captured during recurring project reviews.
Follow up with action owners to drive timely closure of risks, issues, decisions, and change-related dependencies.
Support lessons learned capture and help convert recurring issues into practical process improvements or template enhancements.
Coordinate procurement and vendor administration, including RFQ packages, quote tracking, submittal logs, PO status, supplier commitments, and delivery follow-up.
Monitor vendor, subcontractor, and material documentation requirements, including insurance, safety requirements, onboarding, site access, and turnover inputs.
Partner with Operations/Field leadership and the Project Manager to maintain visibility to procurement risks, delivery constraints, and required follow-up actions.
Coordinate QA/QC documentation flow, including inspection/test records, punch lists, turnover packages, and customer-required documentation.
Lead closeout completeness tracking for as-builts, O&M manuals, training records, final documentation submissions, lessons learned, and archival requirements.
Identify opportunities to improve PMO templates, trackers, reporting packages, and project coordination routines based on project team feedback.
Model strong organization, follow-through, and attention to detail for project teams and less experienced coordinators.