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Job Description
Ice House America, LLC (IHA) is on the lookout for a Project Coordinator. At IHA, we foster an atmosphere where customers, collaboration, innovation and teamwork are at the forefront of our success.
Project Coordinator Responsibilities:
As a key member of our team, the Project Coordinator is responsible for supporting and coordinating permitting, licensing, scheduling, and project execution activities across IHA's operations. This role requires strong organizational skills, attention to detail, follow-through, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is project-oriented, proactive, resourceful, and able to identify issues, solve problems, and keep work moving forward.
Main responsibilities:
Project Coordination and Scheduling:
Coordinate project schedules, work orders, timelines, and related project activities to support timely completion of assigned work. Work closely with Refurbishment, Field Operations, Parts, Vending Operations, Customer Service, Technical Support, and other internal teams to support project execution. Track project status, open items, delays, required follow-up, and completion milestones. Communicate schedule changes, project updates, roadblocks, and priority needs clearly and timely to the appropriate team members. Help ensure projects are properly planned, organized, documented, and completed in alignment with company expectations.
Permitting, Licensing, and Documentation:
Coordinate permitting, licensing, inspection, and compliance-related activities required for refurbishment, installation, upgrade, or related project work. Gather, organize, submit, and track required documentation for permits, licenses, inspections, approvals, and project records. Follow up with municipalities, vendors, internal departments, and other parties to help move permitting and licensing items forward. Maintain accurate records of project documents, permit status, license requirements, approvals, timelines, and related communications. Identify missing information, documentation gaps, or potential delays and work proactively to resolve them.
Administrative and Operational Support:
Use company systems and tools to enter, update, and maintain project information, schedules, notes, documentation, and follow-up items. Assist with coordinating materials, parts, vendors, travel needs, site information, and other resources needed to support refurbishment and project work. Assist with parts sales support, including responding to inquiries, preparing quotes, coordinating orders, and following up with customers and internal teams. Support communication between internal departments to ensure project details are accurate, current, and clearly understood. Prepare reports, trackers, project updates, and other documentation as needed. Help improve organization, communication, documentation, and workflow processes within the refurbishment function.
Problem Solving and Continuous Improvement:
Work independently while using sound judgment, urgency, and problem-solving skills to keep projects moving forward. Anticipate potential issues, ask the right questions, and escalate concerns appropriately when additional support or decisions are needed. Identify opportunities to improve scheduling, permitting, documentation, communication, and project coordination processes. Maintain a high level of accuracy, professionalism, and accountability in all project-related work. Support a culture of execution, ownership, and continuous improvement.
Additional Qualifications:
High school diploma or equivalent required; associate's or bachelor's degree in business administration, project management, operations, construction management, or a related field preferred. Minimum of two years of experience in project coordination, administrative support, operations support, permitting, licensing, construction administration, field service coordination, or a related role preferred. Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities at one time. High attention to detail and commitment to accurate documentation and follow-up. Strong written and verbal communication skills. Ability to work independently, take initiative, and follow through with limited supervision. Strong problem-solving skills and the ability to adapt when priorities, schedules, or project needs change. Proficiency with Microsoft Office, email, spreadsheets, and company systems; willingness to learn company-specific tools and processes required. Experience with permitting, licensing, inspections, construction coordination, refurbishment, field service, or project-based work is a plus. Ability to work professionally with internal teams, vendors, municipalities, customers, and other external partners. Join IHA, where your technical skills, customer focus, and ability to execute quality work in the field will be valued as part of our team. If you're ready to make an impact in a company that is focused on growth, execution, and continuous improvement, apply now!
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Tuition reimbursement Vision insurance
