What are the responsibilities and job description for the Project Coordinator position at Aeroflow Health?
Aeroflow Health – Project Coordinator
Aeroflow Health is made up of creative and talented associates who are transforming the home medical equipment industry. Our patient-centric business model is founded on innovation through technology and cutting-edge delivery platforms. We have grown to be a leader in the home medical equipment segment of the healthcare industry, are among the fastest-growing healthcare companies in the country and recognized on Inc. 5000’s list of fastest-growing companies in the U.S. As Aeroflow has grown, our needs to curate an amazing employee environment and experience have grown as well. We’re working hard to ensure that Aeroflow remains a premier employer in Western North Carolina by making constant improvements to our office spaces, thus bettering the everyday lives of the employees that work so hard to service our patients.
The Opportunity
The Project Coordinator provides foundational administrative and operational support to the Project Manager across all day-to-day and overall project and process requirements. This entry-level position is responsible for first-level invoice coding, basic data entry, vendor coordination, and maintaining organized documentation to ensure consistent, compliant Facilities operations.
The Project Coordinator acts as the Project Manager’s right hand supporting routine office tasks, following established project procedures, and helping maintain clear communication between vendors, facilities staff, and internal departments. This role is ideal for someone highly organized, detail-oriented, and eager to learn data collection, safety protocol, process improvement, and project management from the ground up.
Your Primary Responsibilities
We are currently seeking a Project Coordinator who is responsible for:
Competitive Pay, Health Plans with FSA or HSA options, Dental, and Vision Insurance, Optional Life Insurance, 401K with Company Match, 12 weeks of parental leave for birthing parent/ 4 weeks leave for non-birthing parent(s), Additional Parental benefits to include fertility stipends, free diapers, breast pump, Paid Holidays, PTO Accrual from day one, Employee Assistance Programs and SO MUCH MORE!!
Here at Aeroflow, we are proud of our commitment to all of our employees. Aeroflow Health has been recognized both locally and nationally for the following achievements:
Aeroflow Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
Aeroflow Health is made up of creative and talented associates who are transforming the home medical equipment industry. Our patient-centric business model is founded on innovation through technology and cutting-edge delivery platforms. We have grown to be a leader in the home medical equipment segment of the healthcare industry, are among the fastest-growing healthcare companies in the country and recognized on Inc. 5000’s list of fastest-growing companies in the U.S. As Aeroflow has grown, our needs to curate an amazing employee environment and experience have grown as well. We’re working hard to ensure that Aeroflow remains a premier employer in Western North Carolina by making constant improvements to our office spaces, thus bettering the everyday lives of the employees that work so hard to service our patients.
The Opportunity
The Project Coordinator provides foundational administrative and operational support to the Project Manager across all day-to-day and overall project and process requirements. This entry-level position is responsible for first-level invoice coding, basic data entry, vendor coordination, and maintaining organized documentation to ensure consistent, compliant Facilities operations.
The Project Coordinator acts as the Project Manager’s right hand supporting routine office tasks, following established project procedures, and helping maintain clear communication between vendors, facilities staff, and internal departments. This role is ideal for someone highly organized, detail-oriented, and eager to learn data collection, safety protocol, process improvement, and project management from the ground up.
Your Primary Responsibilities
We are currently seeking a Project Coordinator who is responsible for:
- Support both physical facility projects (construction, remodels, relocations) and administrative/process initiatives.
- Assist with remote office projects, including consolidations, new office openings, and closures, coordinating logistics, timelines, and documentation as directed.
- Collaborate closely with the Project Manager (PM) to maintain consistent invoice processes and serve as backup for departmental processes as needed.
- Support monthly reconciliations, audit preparation, and financial reporting by ensuring all supporting documentation is complete and properly organized.
- Invoice Coding & Financial Support
- Serve as the first-level coder for all project-related invoices, ensuring accurate GL coding, correct documentation, and proper linkage to work orders or purchase orders.
- Verify basic invoice accuracy and escalate discrepancies to the Project Manager.
- Maintain organized invoice, vendor, and payment records to support monthly reconciliations and audits.
- Assist with submitting, updating, and closing facility work orders in Limble or other systems.
- Support routine maintenance scheduling and vendor coordination as directed.
- Track and update logs, checklists, and operational documentation to maintain compliance and organization.
- Help monitor open issues and follow up with vendors or internal staff under Project Manager direction.
- Maintain digital and physical filing systems for permits, inspections, vendor contracts, and operational records.
- Update spreadsheets, trackers, and simple reports as needed.
- Assist with documenting office conditions, gathering photos, and performing basic administrative tasks for office readiness.
- Act as the first point of contact for general Facilities questions, routing requests appropriately.
- Support communication between the Project Manager, vendors, and internal teams.
- Partner closely with the Facility Coordinator to maintain consistent processes, provide backup invoice support, and share information as needed.
- Provide administrative support for small facilities initiatives or process updates.
- Employee has an individual responsibility for knowledge of and compliance with laws, regulations, and policies.
- Compliance is a condition of employment and is considered an element of job performance
- Maintain HIPAA/patient confidentiality
- Other job duties assigned
- Highly organized and detail-oriented with strong follow-through.
- Willingness to learn Facilities processes and grow within the department.
- Dependable, accountable, and comfortable handling repetitive tasks.
- Strong communicator who can work well with vendors, staff, and cross-functional teams.
- Adaptable and proactive, while able to follow instructions and establish SOPs.
- Positive, professional, and team-focused attitude
- Financial/Process Acumen
- Data Proficiency and Accuracy
- Organizational Skills - Ability to input, track, and organize data accurately for both personal tasks and the departmental functions / processes
- Basic understanding of invoice processing, GL coding, or willingness to learn
- Comfort working in Excel/Google Sheets and navigating multiple software systems
- Familiarity with Limble, Sage, or other facility/financial systems is a plus (not required)
- Familiarity with Limble, Sage, or other facility/financial systems is a plus
Competitive Pay, Health Plans with FSA or HSA options, Dental, and Vision Insurance, Optional Life Insurance, 401K with Company Match, 12 weeks of parental leave for birthing parent/ 4 weeks leave for non-birthing parent(s), Additional Parental benefits to include fertility stipends, free diapers, breast pump, Paid Holidays, PTO Accrual from day one, Employee Assistance Programs and SO MUCH MORE!!
Here at Aeroflow, we are proud of our commitment to all of our employees. Aeroflow Health has been recognized both locally and nationally for the following achievements:
- Family Forward Certified
- Great Place to Work Certified
- 5000 Best Place to Work award winner
- HME Excellence Award
- Sky High Growth Award
Aeroflow Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
