Project Coordinator

PROJECT COORNDINATOR

ON-SITE

Responsibilities

• Set up and maintain project trackers, schedules, and other tools so they reflect current, accurate data.
• Prepare and maintain project documentation - templates, billing milestones, meeting notes, and change orders - in their appropriate systems (i.e. SharePoint / OneDrive, Quickbooks, etc.).
• Compile budget, hours, and procurement data into reports for Operations, Finance, and Leadership review.
• Schedule and support internal syncs and customer status meetings, including agendas, notes, and follow-ups.
• Support project launch and closeout by preparing checklists, transition documents, and needed materials.
• Keep data current across project management tools, including Quickbooks, trackers, and schedules.
• Coordinate logistics with vendors, contractors, and internal teams as directed to support scheduling and documentation needs.
• Manage project finance administration - handle purchasing, create purchase orders and bills, and note receipt of goods and services in QuickBooks and other systems of record.
• Create customer estimates and generate and send invoices once deals close or milestones are reached, keeping QuickBooks entries accurate and current.

Qualifications

• Bachelor's degree in a related field, or equivalent experience in senior administrative or project finance roles.
• 10-20 years of experience in administrative, coordinator, or project finance support roles, with a track record of managing purchasing, invoicing, and budget tracking; automation, manufacturing, or technical environments preferred.
• Proven experience managing QuickBooks entries, including purchase orders, bills, estimates, and customer invoicing.
• Proficiency with Microsoft Office and the ability to learn project management tools, including IXD, trackers, schedules, Teams/SharePoint, and Zoho Projects.
• Strong organizational skills and attention to detail, with the ability to keep documentation accurate and current.
• Comfortable managing multiple trackers, schedules, and deadlines across several projects at once.
• Clear written and verbal communication skills for coordinating with internal teams and vendors.
• A dependable, detail-oriented self-starter who follows through on assigned tasks without close supervision.