Project Coordinator

Job Title: Project Coordinator – Controls and Energy Services

Job Description

This multifaceted Project Coordinator role supports Controls and Energy Services projects from initial contract setup through project closeout. The position maintains the controls service agreement database and renewal process, manages shared proposals and contracts, supports the sales and operations teams during proposal development and execution, and serves as a functional backup to the Service Coordinator when needed. Working closely with leadership and field technicians, the Project Coordinator helps ensure projects meet quality, schedule, budget, profitability, safety, and customer satisfaction goals within a stable, long-established company.

Responsibilities

• Manage the controls service agreement system in the service management platform, including new agreement setup, renewals, and cancellations.
• Participate in sales-to-operations turnover meetings for new service agreements to ensure accurate setup of pricing, billing frequency, covered equipment, materials, tasking, and preventive maintenance schedules.
• Administer the monthly agreement renewal process by monitoring 90-day expiration reports, generating renewal proposals, and communicating with customers regarding renewals.
• Follow up on cancellation requests to identify root causes, attempt remediation when possible, and notify management of non-renewals.
• Maintain logs that track contract value changes due to escalations, negotiated pricing, and scope adjustments.
• Coordinate Controls project assignments in collaboration with the Energy Services and Controls Operations leadership.
• Develop a working knowledge of Siemens, Tridium, and Prolon product lines and serve as a liaison with manufacturers.
• Place, receive, and track approved material orders and prepare materials for delivery or technician pickup.
• Organize and maintain controls inventory and the stockroom to ensure materials are available and accurately tracked.
• Monitor and ensure that software licenses for platforms such as Siemens and Tridium remain current.
• Coordinate IT support and technical assistance cases for control technicians to resolve system and software issues.
• Provide administrative support to the general management and operations teams as required for Controls and Energy Services projects.
• Assist with purchasing materials, equipment, and subcontractor services, and support contract finalization activities.
• Coordinate permits, distribute contract documents, and establish project files and plan sets for new and ongoing projects.
• Maintain resource loading charts, delivery schedules, change order logs, and requests for information (RFIs) to support project planning and tracking.
• Run weekly Work-in-Progress (WIP) reports and support monthly project review meetings with accurate project data.
• Prepare invoices, track customer payments, and assist with final pay applications and lien waiver documentation.
• Support equipment startup, commissioning activities, owner training sessions, and distribution of operation and maintenance (O&M) manuals.
• Ensure completion and distribution of as-built documentation and warranty materials for project closeout.
• Coordinate punch list items, post-construction meetings, and overall project closeout activities.
• Maintain and update estimating tools, material standard spreadsheets, and pricing databases to support accurate proposals and bids.
• Support control technicians with administrative duties, including work order coordination, preventive maintenance scheduling, and system backup documentation.
• Organize bid schedules, pre-bid reviews, buyout activities, subcontractor qualification, and sales-to-operations turnover meetings.
• Coordinate technician training sessions and help ensure project and service information flows effectively between teams.
• Adapt responsibilities day to day based on project and service management priorities, supporting both service and construction-related activities as needed.
  
  

Essential Skills

• Proven data entry and general administration experience, preferably in a manufacturing or construction setting (3 years).
• Strong proficiency with Microsoft Office applications for document preparation, spreadsheets, and communication.
• Experience providing customer service in a project or service-oriented environment.
• Hands-on experience working with Work-in-Progress (WIP) reporting and project tracking.
• Familiarity with warranty processes, including documentation and follow-up.
• Experience with purchasing and ordering materials, equipment, and subcontractor services.
• Ability to work with contracts, including setup, renewals, and basic contract administration.
• Strong organizational skills to manage multiple contracts, schedules, and project documents simultaneously.
• Clear written and verbal communication skills to collaborate with internal teams, customers, and vendors.
• Ability to prioritize tasks and adapt to changing project and service needs on a daily basis.
  
  

Additional Skills & Qualifications

• Administrative experience within a manufacturing or construction environment (3 years) is strongly preferred.
• Exposure to controls, energy services, or building automation projects is beneficial.
• Familiarity with Siemens, Tridium, and Prolon product lines or similar building controls systems is an advantage.
• Experience working with inventory management or stockroom organization is helpful.
• Comfort working with estimating tools, material standard spreadsheets, and pricing databases.
• Ability to coordinate permits, RFIs, change orders, and project documentation in a construction or service setting.
• Strong attention to detail when setting up contracts, tracking value changes, and preparing invoices and payment applications.
• Interest in learning technical concepts related to controls, commissioning, and project closeout documentation.
  
  

Work Environment

This role operates in a standard construction-related environment with a professional office setting. You will work closely with project managers, operations staff, and field technicians, supporting both office-based administrative tasks and field-related coordination such as materials, inventory, and documentation. Typical hours are likely from 7:00 or 7:30 a.m. to 3:30 or 4:00 p.m., providing a consistent daytime schedule. The company offers a stable environment with a long history of family ownership spanning over 100 years, emphasizing reliability, long-term relationships, and collaboration across teams.

Job Type & Location

This is a Permanent position based out of Rocky Hill, CT.

Pay And Benefits

The pay range for this position is $55000.00 - $65000.00/yr.

Company offers a standard benefits package comprised of Health, Dental, Vision, PTO, etc.

Workplace Type

This is a fully onsite position in Rocky Hill,CT.

Application Deadline

This position is anticipated to close on May 25, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.