Job Description

The Project Coordinator is a hybrid role that combines hands-on project coordination with entry-level project management responsibilities. This position leads assigned projects from inception through completion while also supporting more complex projects under the direction of senior Project Managers. The Project Coordinator owns project planning, scheduling, documentation, and cross-functional coordination, and serves as a primary point of contact for customers on assigned work. This role is designed for a developing project management professional who brings strong organizational and communication skills and is building toward full project ownership across scope, schedule, budget, and quality.

Key Responsibilities

Project Ownership & Coordination

• Take full ownership of assigned projects post-sale, serving as the primary customer point of contact, while supporting senior Project Managers on larger or more complex projects.
• Develop and execute project plans covering scope, schedule, budget, and resources; maintain accurate project documentation and records throughout all phases.
• Oversee all phases of the project lifecycle to ensure delivery, quality, and compliance with contract requirements; track action items and deliverables to keep projects on schedule.

Scheduling & Coordination

• Build and maintain project schedules aligned with operational capacity and delivery commitments; keep schedules current and communicate changes across the team.
• Coordinate with Supply Chain, Production, and Testing to secure materials and prioritize workflow.
• Monitor progress and proactively address schedule risks or delays, escalating to the Director of Operations / Senior PM when resolution requires senior involvement.

Technical & Quality Oversight

• Coordinate/review drawings, specifications, and inspection requirements with Engineering and Quality.
• Ensure technical, quality, and documentation deliverables are planned and executed.
• Resolve technical issues and scope changes in a timely manner on assigned projects; escalate complex issues to senior leadership as appropriate.

Stakeholder & Customer Communication

• Provide regular status updates, milestone reports, and risk assessments to customers and stakeholders; prepare and distribute meeting agendas, notes, and follow-up action items.
• Lead customer visits and assist with third-party inspections on assigned projects; coordinate logistics and documentation in advance.
• Proactively address concerns and maintain strong working relationships.

Financial & Contract Management

• Track costs against budget and manage change orders, invoicing, and payment milestones on assigned projects; maintain accurate financial records and report variances.
• Identify potential cost or scope issues early and take corrective action on assigned projects, escalating to the Director of Operations as needed.

Risk, Performance & Continuous Improvement

• Identify and mitigate project risks to protect schedule, cost, and quality on assigned projects; document risks and maintain a current risk log.
• Track performance against KPIs and delivery targets; compile and report data to support project and operational reviews.
• Conduct post-project reviews and recommend process improvements; document lessons learned to support continuous improvement across the project management function.

Qualifications

• Strong project management skills with a demonstrated ability to lead assigned projects and support more complex, multi-disciplinary projects from initiation through closeout.
• Solid understanding of contract scope, technical documentation, quality requirements, and delivery milestones.
• Proficiency in building and managing detailed project schedules, coordinating resources, and driving on-time delivery; strong documentation and record-keeping discipline.
• Excellent communication and stakeholder management skills, with experience serving as a customer point of contact and coordinating information flow across internal teams.
• Strong problem-solving, risk assessment, and decision-making abilities in fast-paced environments.
• Working knowledge of financial controls including budgeting, cost tracking, and change order management.
• Familiarity with MRP/ERP systems and intermediate to advanced Microsoft Excel and Office Suite skills.
• Understanding of quality management systems (e.g., API Q1/Q2, ISO 9001) and regulatory/compliance requirements.
• Ability to work cross-functionally with Engineering, Quality, Supply Chain, Production, and Finance teams.
• Highly organized, detail-oriented, and capable of managing multiple projects simultaneously.

Education and Experience

• Bachelor’s degree in Engineering, Project Management, Business, or a related technical field (preferred).
• 3–5 years of experience in project coordination, project management, or a related role in manufacturing, oil & gas, or engineer-to-order environments.
• Demonstrated experience leading or supporting cross-functional teams and managing customer-facing project activities.
• Experience with contract administration, cost control, and schedule management is preferred.
• CAPM, PMP, or active pursuit of project management certification is a plus.
• Familiarity with API, ASME, or other applicable industry standards is preferred

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