Project Coordinator Reports To:

Operations Manager /

Project Manager Employment Type:

Full-Time Position Summary The Project Coordinator is responsible for the end-to-end logistical and administrative support of field install crews, serving as the central point of coordination between clients, sales, and operations teams. This role manages travel and scheduling logistics, equipment rentals, software systems, new hire onboarding, facility access/badging, and maintenance repair scheduling. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple moving parts across teams and locations. Key Responsibilities Install Crew Scheduling & Travel Management Build, manage, and update installation crew schedules to ensure projects are adequately staffed and deadlines are met Book hotel accommodations and flights for install crews, balancing cost, convenience, and crew preferences Track and compare estimated travel time against actual travel time to improve future scheduling accuracy and identify recurring delays Serve as the point of contact for crew travel issues, changes, or emergencies Expense & Reimbursement Management Collect, review, and log crew reimbursement receipts Verify receipts against company expense policy and flag discrepancies Maintain organized digital records of all reimbursement documentation for accounting purposes Equipment & Rental Management Coordinate rental equipment needs for install projects, including sourcing, scheduling delivery/pickup, and tracking return Maintain inventory records of rental equipment in use across active job sites Resolve rental vendor issues (delays, damages, billing discrepancies) Client & Sales Liaison Act as the direct liaison between clients and the sales team throughout the project lifecycle Provide clients with timely updates on installation schedules, crew arrival, and project status Relay client feedback, concerns, or changes in scope to sales and operations teams promptly Software & Systems Management Manage and maintain data in Simpro, including job scheduling, tracking, and reporting Manage and maintain the Pipedrive CRM, ensuring client and deal information is accurate and current Serve as a point of contact for troubleshooting or training on both platforms New Hire Onboarding Coordinate the onboarding process for new hires, including paperwork, orientation scheduling, and initial resource setup Ensure new hires have necessary access, equipment, and information to begin work smoothly Track onboarding completion and follow up on outstanding items Military Base Access & Badging Manage the process of obtaining and renewing military base access and badging for crew members working on base sites Ensure all required documentation, background checks, and compliance requirements are met ahead of scheduled installs Maintain accurate records of badge status, expirations, and renewals for all applicable personnel Maintenance & Repair Scheduling Schedule and coordinate maintenance and repair visits for completed installations Communicate with clients to arrange service windows and set expectations Track maintenance/repair history and ensure timely follow-up on outstanding service requests Qualifications 2+ years of experience in project coordination, scheduling, logistics, or a related administrative role Experience with Simpro and Pipedrive (or similar job management/CRM software) strongly preferred Strong organizational skills with the ability to manage multiple schedules, deadlines, and stakeholders simultaneously Excellent written and verbal communication skills Experience coordinating travel logistics (flights, hotels) is a plus Familiarity with military base access procedures and security clearance/badging processes is a plus Ability to work independently, problem-solve, and adapt to shifting priorities Proficiency in Microsoft Office/Google Workspace Work Environment Primarily office-based with regular phone/email communication with field crews, clients, and vendors May require occasional travel to job sites Fast-paced environment requiring flexibility and quick decision-making This job description is intended to outline general responsibilities and is not an exhaustive list of duties. Additional tasks may be assigned as business needs require.

Pay:

$45,000.00 per year

Work Location:

In person