Project Coordinator

Role Overview

This position is focused on coordinating all elements of projects using streamlined operational processes. The main objective is to keep projects progressing smoothly by liaising effectively with project teams, clients, and suppliers to schedule and allocate necessary resources within specified timelines.

The role involves closely tracking project advancements to foresee and handle risks efficiently. A significant responsibility is identifying lead times for equipment and materials to ensure timely procurement.

The coordinator will also manage collection and safekeeping of vendor documentation to maintain accurate inventories of customer equipment during projects and for subsequent service phases.

Collaboration with project management and accounting teams is crucial to accurately input assemblies into accounting systems for inventory control, including small components.

Additionally, this role ensures comprehensive documentation such as recommended spare parts, system training materials, and customer portals are developed and maintained from project inception.

Key Duties and Responsibilities

• Develop and update project plans incorporating detailed equipment and material inventories.
• Organize project folders for client file storage across various platforms.
• Establish customer portals to facilitate key document sharing.
• Maintain project documentation and lists across multiple tools.
• Source equipment and materials based on project schedules and vendor delivery timelines.
• Acquire and archive equipment documentation before project completion.
• Prepare comprehensive Spare Parts Packages ahead of installations.
• Collaborate with engineering to assemble material take-off lists for ductwork and piping.
• Coordinate deliverables with installation supervisors and client contacts.
• Schedule and lead stakeholder meetings, including agenda preparation and follow-up on action items.
• Monitor project expenses and provide updates to project managers.
• Track customer payment schedules and keep project managers informed.

Required Skills and Qualifications

• Proficiency in MS Office suite.
• Excellent verbal and written communication skills.
• Strong leadership and teamwork capabilities.
• Demonstrated planning and management skills.
• Ability to interact effectively with employees at all levels.
• Capacity to work well under stress.
• Good listening skills and ability to work independently.
• Goal-oriented mindset with openness to feedback.