Project Coordinator

Hiring for a Project Coordinator in Rocky Hill! This multifaceted Project Coordinator role supports Controls and Energy Services projects from contract setup through completion. The role is responsible for maintaining the controls service agreement database and renewal process, managing proposals and contracts, supporting the sales team during proposal development, and serving as a backup to the Service Coordinator when needed. The Project Coordinator will collect, coordinate, and distribute information and approvals required to successfully execute Controls and Service projects, ensuring alignment with goals for quality, schedule, budget, profitability, safety, and customer satisfaction. Responsibilities Manage the controls service agreement system, including new agreement setup, renewals, changes, and cancellations Participate in sales-to-operations turnover meetings to ensure accurate contract setup (pricing, billing, scope, equipment, and schedules) Administer the monthly renewal process, including tracking expirations, generating proposals, and communicating with customers Follow up on cancellations to identify root causes, attempt retention when possible, and escalate trends to leadership Maintain logs tracking contract value changes, pricing updates, and scope adjustments Coordinate Controls project assignments with Energy Services and Operations leadership Develop working knowledge of Siemens, Tridium, and Prolon product lines and act as a liaison with manufacturers Place, track, and coordinate delivery of materials for projects and technicians Maintain organized inventory and stockroom to ensure accuracy and availability Ensure controls-related software licenses remain current Coordinate IT and technical support cases for field technicians Provide administrative support to leadership and operations teams, including reporting and documentation Assist with purchasing materials, equipment, and subcontractor services Coordinate permits, distribute contract documents, and establish project files Maintain project tracking tools, including schedules, RFIs, change orders, and resource loading charts Run weekly Work-in-Progress (WIP) reports and support project review meetings Prepare invoices, track payments, and assist with pay applications and lien waivers Support project startup, commissioning, and owner training coordination Assist with project closeout, including as-builts, warranties, O&M manuals, and punch lists Maintain estimating tools, pricing databases, and material standards Support technicians with administrative coordination, including work orders and preventive maintenance tracking Assist with bid coordination, subcontractor qualification, and buyout processes Essential Skills 3+ years of administrative or project coordination experience within AEC (construction, engineering), manufacturing, or a related technical industry environment Proven experience directly supporting project-based teams with responsibilities such as documentation, scheduling, purchasing, invoicing, and coordination Strong data entry and administrative experience with high attention to detail Proficiency in Microsoft Office (Excel, Word, Outlook) Strong organizational skills with the ability to track multiple projects, logs, and documentation accurately Ability to prioritize tasks and adapt in a fast-paced, deadline-driven environment Experience supporting WIP reporting, project tracking, or similar operational reporting processes Customer service skills with the ability to communicate professionally with internal teams and external stakeholders Additional Skills & Qualifications Experience supporting controls, energy services, construction, or mechanical/electrical projects Familiarity with Siemens, Tridium, Prolon, or similar building automation systems Experience with RFIs, change orders, permits, and project closeout documentation Exposure to subcontractor coordination, purchasing, and contract administration Experience working with estimating tools, pricing spreadsheets, or material tracking systems Strong written and verbal communication skills Work Environment This role operates in a professional, construction-support environment with a well-maintained office setting. The position requires regular collaboration with operations, sales, and technical teams, as well as interaction with field technicians and external partners. Work is primarily computer-based using Microsoft Office and project management systems. Typical hours are early daytime (7:00-7:30 a.m. start), providing a consistent schedule. The organization offers a stable, team-oriented environment with structured processes supporting project delivery. Job Type & Location This is a Permanent position based out of Rocky Hill, CT. Pay and Benefits The pay range for this position is $55000.00 - $65000.00/yr. Company offers a standard benefits package comprised of Health, Dental, Vision, PTO, etc. Workplace Type This is a fully onsite position in Rocky Hill,CT. Application Deadline This position is anticipated to close on May 22, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.