Project Coordinator

Your Strategic Hiring Partner | Matching Top Talent with Leading Companies

Position Type: Full-Time

Schedule: Monday to Friday, 8AM to 5PM Central Time (Fixed Schedule)

Weekend work may be required, subject to business needs

About The Company

Our client is a leading U.S.-based professional services firm specializing in integrated project management solutions for infrastructure and energy sectors. They offer a comprehensive suite of services, including engineering, land surveying, environmental consulting, GIS, aerial services, right-of-way acquisition, title research, land administration, mineral leasing, and staffing solutions. Their proprietary GRID Technology platform provides document management and project tracking capabilities.

The company serves a diverse range of industries, such as renewable energy (wind, solar, renewable natural gas), midstream and upstream oil & gas, utilities and electric transmission, and highway and rail infrastructure. Their integrated approach aims to enhance efficiency, reduce duplication, and ensure projects are completed on time and within budget.

About The Role

The Project Coordinator will support various projects and project managers with project controls duties. The role is an integral position within the PMO Team and is responsible for detailed and accurate project data entry, MSA and PO compliance project setup, and project billing verification.

Responsibilities

• Ensure all project client information, MSA and PO details are correctly set up and maintained in Vantagepoint.
• Ensure project labor, expense and unit charging tables are created in Vantagepoint in accordance with client MSA and/ or contract details.
• Ensure projects are set up according to the WBS and billing terms supplied by the PM.
• Add additional phases/tasks to projects as required by the PM.
• Assist with addition of team members or bill codes to projects as directed by the PM.
• Ensure project teams are compliant with utilizing correct project labor codes and project expense categories.
• Work closely with project managers and accounting to ensure all unbilled data is correct so that invoices can be created on time.
• Maintain project files for project set up, MSAs and purchase orders, tracking, and reporting.
• Independently resolves routine problems or deviations as defined in instructions work policies, procedures, and practices.
• Assists with the development of semi-complicated databases, reports & presentations.
• Frequent contact with less experienced personnel resolving problems.
• Frequent contact with all levels in the organization and external contacts requiring negotiation.
• Suggets improvements to increase efficiency and improve communication.
• Shows Initiative: Acts to prevent conditions from getting out of hand or to resolve an issue as they see fit and reports immediately. Is preauthorized to cope with issues and then report the results of their actions right away.
• Other duties as assigned.

Qualifications

• Minimum of 5 years of solid project coordinating experience with a proven track record of collaborating on process improvements.
• Prior experience in a consultancy setting is highly preferred.
• Working knowledge of Deltek Vantagepoint and Microsoft Excel, with familiarity in project management tools such as Monday.com, Asana, and Trello.
• Skilled in organizing, maintaining, and managing complex sets of project or product-related data.
• Proactively identifies risks and implements effective solutions to improve project efficiency and outcomes.
• Demonstrated ability to maintain structured workflows, manage administrative tasks, and stay highly organized.
• Effectively collaborates with cross-functional teams and allocates resources to ensure project success.
• Excellent English fluency: Excellent written and verbal communication skills; experienced in using various communication tools and platforms.
• Excellent and empathetic listening and collaborative team-working behaviors.
• Ability to prioritize work, be highly organized and detail oriented.
• Ability to take direction and complete tasks with minimal direction or supervision.
• Work expeditiously, and under time constraints.
• Ability to work autonomously and to collaborate fully as a team player.
• Ability to pay close attention to details, and present good planning, organization, and time management skills.
• A reliable internet connection and the ability to work in a remote environment are essential.

Nice-to-Have

• Experience with SharePoint, Microsoft Word, and MS Teams is preferred.
• Background in working with U.S.-based companies, particularly in the Oil and Gas industry, is highly valued.
• Contract Analysis: Skilled in reading and interpreting Master Service Agreements (MSAs) and Purchase Orders (POs), with the ability to accurately analyze and input data into relevant systems.
• Strategic Planning: Capable of developing and implementing business strategies that align with organizational goals and industry trends.
• Team Collaboration: Demonstrates a strong ability to work effectively in a team environment and willingly take on new or additional responsibilities as needed.
• Work Schedule Flexibility: Able to maintain regular attendance and adapt to adjusted schedules or overtime, depending on project demands and agreements with management.

Technical Requirements

• Laptop/Computer (at least 8 GB RAM)
• Headset (preferable noise canceling microphone)
• Video Camera
• Fast/Stable and Reliable Internet Connection (At least 30 Mbps)
• Microsoft Office Suite
• Having 2 Extra Monitors is an advantage
• Computer endpoint protection must be active and up to date

What We Offer

• 100% Remote Work
• 13th Month Pay
• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

The interview process includes a Recruiter Interview and Client Interviews. As part of the process, candidates complete a hands-on task during the technical interview. Throughout each stage, we keep you informed and provide feedback as quickly as possible, ensuring you feel valued and supported throughout your journey with us.

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