Project Coordinator
Job Description
Position Overview
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The Project Coordinator plays a central role in keeping our projects organized, on schedule, and accurately documented. Working closely with our project managers and engineers, this role owns the internal coordination that ensures deliverables are tracked, and deadlines are met.
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This role is ideal for someone who is exceptionally detail-oriented, takes initiative, and thrives on ownership. We are looking for a professional who anticipates what needs to happen next, follows through without being prompted, catches the small things others miss, and proactively keeps projects and deliverables moving. If you are the kind of person who spots an error before it goes out, notices a deadline before it's urgent, and takes responsibility for getting things right, this role is for you. This is an internal-facing coordination role supporting our project teams.
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Key Responsibilities
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Project & Deliverable Coordination
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- Proactively track project milestones, deadlines, and action items, anticipating upcoming needs and following up to ensure timely completion without prompting.
- Own and maintain accurate, well-organized project trackers, files, and documentation, ensuring information is complete, current, and error-free.
- Monitor client deliverable due dates and keep the team ahead of upcoming deadlines, flagging risks before they become urgent.
- Support the preparation, formatting, and quality-checking of technical reports and client deliverables to ensure they are polished and accurate before delivery.
- Manage data room downloads, uploads, and organization with accuracy and care.
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Internal Coordination & Support
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- Coordinate internal project meetings, prepare agendas, and capture and distribute clear, accurate meeting notes.
- Support project managers by keeping internal workflows organized and on track.
- Assist in preparing proposals, contracts, and project documentation.
- Monitor project budgets and assist with tracking invoices, expenses, and timesheets.
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Administrative & Operational Support
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- Support executive leadership with scheduling and coordination as needed.
- Assist with travel arrangements related to project work.
- Proactively contribute to internal process improvements that enhance efficiency and scalability.
- Maintain strict confidentiality when handling sensitive project or client information.
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Qualifications
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- Exceptional attention to detail and accuracy, with a demonstrated track record of catching errors and producing high-quality, polished work.
- Strong initiative and self-direction, able to anticipate needs, prioritize independently, and drive tasks to completion without close supervision.
- 2–5 years of experience in project coordination, project support, or a similar role in a professional services, engineering, or technical environment.
- Strong organizational and time-management skills, with the ability to manage multiple concurrent priorities reliably.
- Excellent written and verbal communication skills.
- Bachelor's degree preferred (Engineering, Business Administration, or related field).
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience with project management tools (e.g., Smartsheet, Asana, MS Project, or similar) preferred.
- Professional demeanor and a proactive, ownership-driven mindset.
- Must be authorized to work permanently in the U.S. (Unable to sponsor work visas at this time.)
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