What are the responsibilities and job description for the Program Coordinator position at Iron Eagle Industrial Services?
COMPANY: IRON EAGLE INDUSTRIAL SERVICES
POSITION: Program Coordinator
LOCATION: Isanti, MN
REPORTS TO: Executive Vice President of Sales
TYPE: Full Time, In-Person (occasional hybrid work style)
SALARY RANGE: $80k - $85k/yr (Negotiable, Depending on Experience)
ABOUT US
Iron Eagle specializes in Industrial Services, focusing on industrial cleaning & tank cleaning, emergency spill response, hazardous waste hauling and waste management. We are expanding our operations and seeking a Program Coordinator to join our team in Isanti, MN! (This role has the opportunity for occasional hybrid work schedule depending on business needs and office capacity).
OVERVIEW
We are seeking a detail-oriented Program Coordinator to serve as the administrative backbone of our operations, managing processes and paperwork while facilitating communication between Sales and Operations teams. This is a supporting role focused on ensuring seamless project execution from initial client engagement through final invoicing. This role is ideal for a process-oriented professional who thrives in a structured environment and enjoys supporting project success through meticulous administrative management.
DAY-TO-DAY RESPONSIBILITIES
Administrative Functions (80%)
- Create and maintain accurate pricing structures and client-specific documentation
- Manage client Master Service Agreements (MSAs) and Emergency Response Agreements
- Prepare comprehensive quotes and proposals for client review
- Source materials and pricing, coordinating job-specific material orders
- Handle DOT permitting requirements and waste management coordination
- Maintain detailed project documentation and electronic project sheets
- Process invoicing workflows and manage collections activities
- Organize and upload complete job folders to client directories in I-Drive system
Sales & Operations Liaison (20%)
- Coordinate client meetings and facilitate communication between departments
- Develop customer-specific rules and training documentation
- Schedule technical jobs with clients and internal engineering calendars
- Arrange subcontractor services and reserve rental equipment as needed
- Create Statements of Work (SOW) and submit to Operations for execution
- Conduct site visits to monitor project timeline and budget adherence
- Generate change orders and ensure proper approvals
- Communicate job assignments to Operations Managers with execution dates
- Collaborate with Sales team on invoice preview and review processes
Client Relationship Management
- Grow assigned client relationships and expand points of contact within client organizations
- Understand and communicate client Standard Operating Procedures (SOPs) and expectations to Iron Eagle staff
- Develop comprehensive understanding of client company structure, mission, and current initiatives
- Complete all required client forms and tracking schedules on a daily basis
- Attend client-related events, seminars, and entertainment functions during and after business hours as needed
Specialized Project Functions
- Prepare and organize complete job folders for project execution
- Work with accounting team to achieve 24-hour post-project billing for assigned clients
- Assist with collections activities as required
- Coordinate with staff to assign personnel and equipment resources effectively
- Complete waste profiles and manifests while tracking disposal tickets
- Select appropriate and cost-effective disposal options for project requirements
QUALIFICATIONS
- Must have at least 3 years experience in a similar role
- Similar industry experience a huge plus (Industrial Services, Environmental & Emergency Response, Oil & Gas, Chemicals, Heavy Industrial Equipment, etc.)
- Strong organizational and administrative abilities
- Excellent attention to detail and accuracy
- Effective communication skills for cross-departmental coordination
- Proficiency with document management systems and electronic filing
- Experience with contract administration and invoicing processes preferred
- Must commit to occasional travel (to client site/visits/meetings or events) during the busy season
BENEFITS PERKS
- Comprehensive Medical, Dental, Vision Insurance 401K
- Paid Time Off Paid Holidays!
- Generous AUTO ALLOWANCE PROGRAM ($300-$700 monthly auto reimbursement)
- Company Credit Card Monthly Cell Phone Allowance
- Career Growth Advancement Opportunities!
***Check us out online at www.ironeagleis.com!
Salary : $80,000 - $90,000