Project Coordinator

Job Title:

Project Coordinator Job Description The Project Coordinator plays a key role in supporting commercial mechanical projects, with a strong focus on commercial kitchen hood systems across eastern Pennsylvania, New Jersey, and Delaware. This position manages permitting, documentation, and cross-functional coordination to ensure projects move smoothly from sales through construction and service. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced, collaborative environment where priorities can shift quickly. Responsibilities Submit permit applications and track township and municipal requirements to ensure projects meet all local regulations. Monitor the status of permits and approvals, following up with municipalities as needed to keep projects on schedule. Coordinate cross-functionally between sales, accounting, service, and construction teams to align project timelines, deliverables, and expectations. Maintain and administer job folders, ensuring all project documents are current, accurate, and properly stored for easy access. Oversee document control processes, including creation, organization, distribution, and revision tracking of project documentation. Track licenses and compliance requirements, including renewals and expirations, to ensure all necessary credentials remain active and up to date. Serve as a primary point of contact for clients regarding payments, scheduling, and service needs, providing clear and timely communication. Schedule meetings and coordinate calendars for internal teams and external stakeholders to support smooth project execution. Perform data entry and maintain accurate records in project management and administrative systems. Provide administrative support to the construction administration function, assisting with reports, logs, and project-related correspondence. Support project management activities by helping to prioritize tasks, monitor progress, and escalate issues when necessary. Assist with recruiting and recruitment-related administrative support as needed to help build and maintain a highly skilled workforce. Deliver excellent customer service in all interactions, ensuring client needs are addressed promptly and professionally. Adapt quickly to changing priorities and handle interruptions while maintaining focus on completing existing tasks. Collaborate closely with team members to solve problems, share information, and contribute to a positive and productive work environment. Essential Skills Proven ability to manage permitting submission and track township and municipal requirements. Demonstrated experience in cross-functional coordination between sales, accounting, service, and construction or similar operational teams. Strong background in job folder administration and document control, including organizing and maintaining project documentation. Experience tracking licenses and compliance requirements, including monitoring renewals and expirations. Client-facing coordination experience, including handling payments, scheduling, and service-related communication. High level of organization with strong strategic thinking skills to manage multiple projects and priorities effectively. Ability to juggle multiple tasks and handle interruptions while maintaining focus on completing existing work. Exceptional attention to detail and a meticulous approach to documentation and follow-through. Excellent verbal and written communication skills for clear interaction with clients, team members, and external stakeholders. Proficiency in Microsoft Office applications, including Outlook, Word, and Excel. Customer-focused mindset with a commitment to delivering exceptional service. Ability to thrive in a team environment that values both flexibility and independence. Willingness and ability to learn quickly, adapt to a fast-paced environment, and take initiative to improve processes. Additional Skills & Qualifications Experience in project coordination, project management, or project administration in any industry. background in construction administration or exposure to construction-related projects is helpful but not required. Experience with data entry and maintaining accurate records in project or administrative systems. Prior experience in customer service, particularly in a client-facing coordination role. Experience scheduling meetings and managing calendars for multiple stakeholders. Exposure to recruiting, recruitment processes, or providing administrative support to hiring efforts. Ability to work proactively, anticipate needs, and solve problems with minimal supervision. Strong desire to learn, grow professionally, and make a positive impact within a supportive and collaborative team. Work Environment This role is based 100% on-site in Philadelphia, PA, within a commercial mechanical contracting environment focused on installing quality mechanical systems, including commercial kitchen hood systems. Job Type & Location This is a Contract to Hire position based out of Philadelphia, PA. Pay and Benefits The pay range for this position is $22.00 - $26.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Philadelphia,PA.

Application Deadline This position is anticipated to close on Jun 11, 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.