What are the responsibilities and job description for the Project Coordinator position at PURVIS?
PURVIS Systems is a technology solutions partner that develops, implements and maintains mission-critical solutions for federal and local government agencies.
The Project Coordinator supports our Fire Station Alerting System (FSAS) Project Managers by handling day-to-day coordination, documentation, and follow-up for assigned work, such as equipment add-ons and selected Computer-Aided Dispatch (CAD) migrations, carried out within Project Manager-approved scopes, schedules, and procedures.
The Project Coordinator tracks commitments, coordinates routine activities, and escalates unresolved issues.
The role works with internal engineering, software, QA, production, shipping, and support teams, as well as customers, CAD vendors, installers, subcontractors, and General Contractors, as needed.
\nProject Coordination and Administration
- Maintain schedules, milestone dates, action owners, open items, and deliverables in Monday.com and SharePoint. Follow up on commitments, verify completion with responsible parties, and report delays or missing information.
- Prepare agendas, meeting notes, status updates, and standard project documents. Keep quotes, statements of work, bills of materials, drawings, and approved revisions organized and accessible.
Internal Coordination
- Track engineering, software, configuration, testing, production, and shipment deliverables against the approved schedule. Confirm status and availability with the responsible departments.
- Prepare and route internal requests and handoff packages. Track prerequisites and obtain readiness confirmations from the responsible technical teams for planned activities; escalate missing prerequisites or resource conflicts.
Field and Installation Support
- Coordinate site access, customer contacts, deliveries, installer availability, and approved travel or other field logistics.
- Collect installation updates, maintain punch lists and open-issue records, and follow up through documented completion. Promptly route field issues to the Project Manager and appropriate technical resources.
Subcontractor and Vendor Coordination
- Track purchase-order status, vendor deliveries, and subcontractor commitments within approved scopes and schedules.
- Collect field reports, invoices, supporting records, and change requests for Project Manager review. Flag discrepancies between documented scope, reported work, and invoicing.
Customer Coordination
- Serve as a routine coordination contact for assigned work. Arrange customer meetings, site visits, testing, and training; document decisions, commitments, and action items.
- Request and track customer-provided site-readiness, network, interface, and access information using requirements supplied by the technical teams. Refer technical questions to the appropriate specialists and potential scope changes to the Project Manager.
Project Closeout
- Collect required training records, test results, customer acceptance documents, and other deliverables. Track missing records and outstanding punch-list items for Project Manager review.
- Organize closeout files and support the handoff to Customer Support, including the documentation needed for financial and administrative closeout.
Role and Decision Authority
The Project Coordinator owns accurate records, timely communication, and follow-through on assigned work. The Project Manager retains overall project accountability. The coordinator does not independently approve scope or budget changes, authorize additional work or payments, change customer commitments, or authorize operational cutover. These decisions remain with the Project Manager and applicable approval authorities. Technical approvals and customer acceptance remain with the designated technical personnel and customer representativesCore Knowledge, Skills, and Abilities
- Organization and prioritization: Ability to maintain schedules, recognize task dependencies, and coordinate multiple assignments within established priorities.
- Communication: Clear, professional written and verbal communication with customers, vendors, subcontractors, and internal teams.
- Ownership and follow-through: Ability to advance routine work without repeated prompting, obtain status updates, and verify completion rather than simply send reminders.
- Accuracy and document control: Attention to detail in records, quantities, dates, and document revisions; proficiency with Microsoft Office applications and ability to learn project tracking tools.
- Scope awareness: Ability to use quotes, statements of work, and bills of materials to identify deliverables, responsibilities, missing information, and potential changes requiring PM review.
- Technical aptitude: Ability and willingness to learn FSAS components, CAD interfaces, and basic network and remote-access concepts. Engineering-level expertise is not required.
- Judgment and escalation: Ability to report status accurately, identify risks or blockers early, and recognize when a decision requires PM or technical approval.
Preferred Experience and Education
- Two (2) or more years of experience in project coordination, project administration, operations, construction, technical services, or a related environment is preferred.
- An associate or bachelor's degree in business, project management, engineering, technology, or a related field is preferred; equivalent relevant experience will be considered.
- Experience supporting technical, systems integration, or field installation projects and familiarity with Monday.com, SharePoint, Jira, or similar tools are desirable. Prior FSAS or CAD experience is helpful but not required.
Travel and Customer Access
Some travel may be required for customer meetings or to support installation, testing, training, and cutover activities, depending on project needs.
Ability to pass applicable FBI background checks is required.
PURVIS has been committed to sustainable growth since our inception in 1973, striving for continual improvement without ever losing sight of our core values: transparency, integrity, and teamwork. We provide the tools and path for each employee to be successful – and in return, ask you to play a pivotal role in helping your peers and clients be successful, providing top-notch teamwork and service. Peace of Mind at PURVIS means knowing your work provides immeasurable value to our team, our partners and our clients.
The PURVIS Team values the health and financial security of every employee. This is why we have chosen to offer all full‐time employees a comprehensive package of group benefit programs with enrollment options intended to offer flexibility – in both plan selection and level of coverage to maximize the value of your benefits as cost effective and affordable without compromising quality.
PURVIS values the diversity of our team. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.