What are the responsibilities and job description for the Project Coordinator-Municipal position at Fleet?
Position Summary
GA Fleet, located in Rye Brook, NY, is a local representative and distributor of leading manufacturers doing business in the Metro New York area for over 65 years. GA Fleet’s Municipal Group operates in the water and wastewater market, providing quality equipment and customized solutions to transport and treat water and wastewater. Products and solutions include pumps, controls, and process equipment. Municipal projects involve multiple stakeholders, including contractors, consulting engineers, municipalities, private operators, and manufacturers.
The Project Coordinator (PC) supports the execution of municipal water and wastewater projects by coordinating equipment orders, documentation, schedules, and financial records from project kickoff through closeout. Working under the direction of the Engineering Project Manager (EPM), this role ensures accuracy, compliance, and timely communication across internal teams, vendors, contractors, and municipal stakeholders.
Key Duties And Essential Functions
Project Initiation & Setup
Benefits
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasional light lifting (20-25 lbs.). Regularly required to type, write, use hands and fingers to handle objects. Regularly Required to sit or stand, reach, bend, and move about the facility. Frequently required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Office: Standard office equipment; work usually performed in an office setting free from disagreeable elements. The noise level in the work environment is minimal. Standard weekly job hours: 40 hours
We are an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
#GAFleet
GA Fleet, located in Rye Brook, NY, is a local representative and distributor of leading manufacturers doing business in the Metro New York area for over 65 years. GA Fleet’s Municipal Group operates in the water and wastewater market, providing quality equipment and customized solutions to transport and treat water and wastewater. Products and solutions include pumps, controls, and process equipment. Municipal projects involve multiple stakeholders, including contractors, consulting engineers, municipalities, private operators, and manufacturers.
The Project Coordinator (PC) supports the execution of municipal water and wastewater projects by coordinating equipment orders, documentation, schedules, and financial records from project kickoff through closeout. Working under the direction of the Engineering Project Manager (EPM), this role ensures accuracy, compliance, and timely communication across internal teams, vendors, contractors, and municipal stakeholders.
Key Duties And Essential Functions
Project Initiation & Setup
- Supports the review of purchase orders and project documentation to verify accuracy and compliance with terms and requirements.
- Assists with project setup in ERP systems (NAV), ensuring accurate job creation and organization of digital files.
- Coordinates with internal teams to ensure a smooth transition from Sales to project execution.
- Prepares and distributes initial project communications under the direction of the Engineering Project Manager (EPM).
- Assists in maintaining complete and accurate project data within ERP systems.
- Monitors order acknowledgments, lead times, and delivery schedules, escalating issues as needed.
- Supports communication with (EPM), Sales, and vendors to resolve discrepancies and minimize project delays.
- Tracks and reports project progress to ensure alignment with schedule and financial goals.
- Reviews vendor invoices for accuracy and proper documentation before submitting for approval.
- Assists with maintaining accurate financial and project records in ERP systems.
- Supports the Engineering Project Manager in resolving billing or purchase order discrepancies.
- Serves as a point of contact for vendors, customers, and internal teams regarding project documentation and status updates.
- Coordinates project-related logistics such as submittals, testing, delivery, and installation requirements.
- Prepares and distributes project correspondence and documentation in a clear and professional manner.
- Promotes teamwork, communication, and collaboration among all project stakeholders.
- Assists with completion and collection of closeout deliverables, including O&M manuals, training records, and startup documentation.
- Supports the Engineering Project Manager in finalizing project closeout in ERP systems.
- Ensures all project documentation is properly archived for future reference.
- Education: Bachelor’s degree in Business or a related field; equivalent experience (3 years) may be considered.
- Experience: 2–4 years in project coordination or administrative support, preferably within manufacturing, industrial equipment, or construction environments.
- Technical Skills: Proficient in ERP systems, Microsoft Office Suite, and document management tools; understanding of purchase order workflows and vendor coordination; ability to interpret technical documentation a plus.
- Core Competencies: Strong communication and organizational skills; attention to detail; ability to manage multiple tasks under deadlines; proactive and team-oriented with sound problem-solving abilities.
Benefits
- Competitive salary and performance-based bonuses
- Health, dental, and vision insurance
- 401(k) with company match
- Paid time off and holidays
- Professional development opportunities
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasional light lifting (20-25 lbs.). Regularly required to type, write, use hands and fingers to handle objects. Regularly Required to sit or stand, reach, bend, and move about the facility. Frequently required to talk or hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
The work environment characteristics described here represent those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Office: Standard office equipment; work usually performed in an office setting free from disagreeable elements. The noise level in the work environment is minimal. Standard weekly job hours: 40 hours
We are an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
#GAFleet
Salary : $60,000 - $85,000