What are the responsibilities and job description for the Project Coordinator position at Instrata Technologies?
About the Role
Are you a highly organized project professional who enjoys balancing customer communication, project coordination, and team leadership? We're looking for a Project Coordinator who can help drive successful project execution by supporting Project Managers, coordinating project activities, and overseeing administrative project support functions.
In this role, you'll serve as a key connection point between customers, project teams, vendors, and internal stakeholders. You'll help ensure projects stay organized, documentation is accurate, deadlines are met, and administrative processes run smoothly. You'll also provide leadership and direction to Project Management Administrators (PMAs), ensuring project support activities are completed efficiently and consistently.
If you thrive in a fast-paced environment, enjoy solving problems, and take pride in keeping projects moving forward, we'd love to hear from you.
What You'll Do – Coordinate, Communicate, and Drive Results
Are you a highly organized project professional who enjoys balancing customer communication, project coordination, and team leadership? We're looking for a Project Coordinator who can help drive successful project execution by supporting Project Managers, coordinating project activities, and overseeing administrative project support functions.
In this role, you'll serve as a key connection point between customers, project teams, vendors, and internal stakeholders. You'll help ensure projects stay organized, documentation is accurate, deadlines are met, and administrative processes run smoothly. You'll also provide leadership and direction to Project Management Administrators (PMAs), ensuring project support activities are completed efficiently and consistently.
If you thrive in a fast-paced environment, enjoy solving problems, and take pride in keeping projects moving forward, we'd love to hear from you.
What You'll Do – Coordinate, Communicate, and Drive Results
- Support day-to-day project activities across multiple projects in partnership with assigned Project Managers.
- Coordinate project documentation, schedules, materials, and project-related communications.
- Assist with staffing coordination and resource planning as directed by Project Managers.
- Serve as a primary or secondary point of contact for customers throughout the project lifecycle.
- Supervise and coordinate the daily activities of the Project Management Administrator (PMA) team.
- Assign work, balance workloads, and ensure project deadlines and administrative requirements are met.
- Review project documentation for accuracy, completeness, and compliance with company and customer standards.
- Serve as an escalation point for PMA-related questions and issues.
- Prepare and manage project submittals in coordination with Project Managers.
- Compile and deliver project closeout packages.
- Maintain organized project files, contracts, plans, reports, deliverables, trackers, and customer databases.
- Ensure project documentation remains current, accurate, and audit-ready.
- Support purchasing activities, including material ordering and vendor coordination.
- Receive, verify, and track vendor acknowledgments and order confirmations.
- Assist with issue resolution related to pending, incomplete, or closed orders.
- Help coordinate post-delivery follow-up and customer satisfaction activities.
- Assist Project Managers with change order preparation, documentation, and approval tracking.
- Support project reporting and operational tracking.
- Provide general administrative and project support as needed.
What You Bring
- Exceptional attention to detail with a commitment to accuracy and quality.
- Ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
- Strong organizational skills and the ability to maintain complex project documentation.
- Excellent verbal and written communication skills.
- Ability to professionally interact with customers, vendors, project teams, and leadership.
- Strong follow-through and responsiveness when managing project-related communications.
- Experience preparing project submittals, closeout packages, and project documentation.
- Working knowledge of purchasing, vendor management, and project coordination processes.
- Ability to maintain project databases, trackers, and reporting tools.
- Familiarity with construction, technology infrastructure, or structured cabling environments is a plus.
- Ability to prioritize, delegate, and oversee administrative project support activities.
- Strong problem-solving skills and the ability to support team members while maintaining accountability.
Education & Experience
- High School Diploma or GED required; additional education or equivalent work experience is preferred.
- Experience in a Project Management Administrator, Senior PMA, Project Coordinator, or similar project support role.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Microsoft Project.
- Experience with Bluebeam, PlanGrid, Smartsheet, or similar project management software is preferred.
- Experience supporting structured cabling, technology infrastructure, construction, or low-voltage projects is a plus.
What's in It for You?
- Play a critical role in supporting projects that deliver technology and infrastructure solutions for our customers.
- Lead and mentor PMA team members while expanding your project coordination and operational expertise.
- Develop skills that can lead to future opportunities in project management, operations, or leadership roles.
- Work alongside experienced Project Managers, Operations leaders, customers, and technical teams.
- Join a growing organization that values teamwork, accountability, and continuous improvement.
Work Environment
This position is primarily office-based but may occasionally require visits to project sites, warehouses, or customer locations.
The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
The duties and responsibilities outlined above are not intended to be an exhaustive list. Additional responsibilities may be assigned as business needs evolve.
Ready to Make an Impact?
If you're a detail-oriented professional who enjoys coordinating projects, supporting customers, and helping teams succeed, we'd love to hear from you. Apply today and help drive successful project delivery from start to finish.
This position is primarily office-based but may occasionally require visits to project sites, warehouses, or customer locations.
The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
The duties and responsibilities outlined above are not intended to be an exhaustive list. Additional responsibilities may be assigned as business needs evolve.
Ready to Make an Impact?
If you're a detail-oriented professional who enjoys coordinating projects, supporting customers, and helping teams succeed, we'd love to hear from you. Apply today and help drive successful project delivery from start to finish.