Associate Project Manager

Gray Matter Systems Llc; Tulsa (OK); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Short-term disability

Life insurance

401(k) with company match

Paid holidays

Paid time off

Paid sick leave

Paid parental leave

Job summary

GrayMatter is seeking a Project Coordinator to support PMs in planning, scheduling, and delivering industrial projects. The role is onsite in Tulsa with about 20%–30% travel, offering exposure to cross‑functional teams and client interactions.

You will assist in meetings, documentation, budgets, and risk management while striving for process improvements and quality results within the project lifecycle.

Qualifications

• Bachelor's degree or equivalent experience in a related field.
• 0-3 years in project coordination, PM, or related areas.
• Strong organizational and written/verbal communication skills.
• Ability to work with cross-functional teams and manage multiple priorities.
• Fundamental understanding of scope, schedule, budgeting, and risk.
• Proficiency with MS Office; familiarity with PM software is a plus.

Responsibilities

• Support Project Managers in planning, execution, monitoring, and closeout of projects.
• Coordinate meetings, prepare agendas, document minutes, and track follow-ups.
• Maintain schedules, budgets, status reports, and project documents.
• Monitor progress and communicate updates to teams and stakeholders.
• Identify risks and issues, escalating as needed.
• Coordinate resources to enable project execution.
• Assist with change orders, purchase requests, and admin tasks.
• Participate in client meetings and support relationship management.
• Collaborate with technical teams to track deliverables and tasks.
• Keep project files organized and up to date throughout lifecycle.
• Support subcontractor coordination and contract tracking.
• Contribute to process improvement initiatives and teamwork.

Skills

Organizational skills

Communication skills

Team collaboration

Attention to detail

MS Office proficiency

PM principles knowledge

Travel flexibility

Education

Bachelor's degree in Engineering, Construction Management, Business Administration, Project Management, or related field

Tools

Microsoft Project

PM software familiarity

Job description

We’re the Thinkers who make machines speak.
We’re the Doers who make their stories matter.

At GrayMatter, we uncover the industrial intelligence buried in clipboards, legacy systems, and human memory. We discover it, transform it, and turn it into insight.
From the drill press to the boardroom, we help you think smarter and do better - by listening to the machines you already trust.
And that’s where you come in.

GrayMatter is dedicated to creating a team of unmatched talent in industrial technology. Our organizational culture encourages opportunities to learn and collaborate. Six core values make Team GrayMatter stand above the rest: Bias to Action, Batteries Included, Unbounded Curiosity, Everybody Wins, Built to Last, Actionable Insight.

General Job Duties

• Support Project Managers in the planning, execution, monitoring, and closeout of assigned projects.
• Coordinate project meetings, prepare agendas, document meeting minutes, and track follow-up action items.
• Assist in maintaining project schedules, budgets, status reports, and other project documentation.
• Monitor project progress and communicate updates to project teams and stakeholders.
• Help identify project risks, issues, and potential schedule impacts, escalating concerns as appropriate.
• Support resource coordination efforts to ensure project teams have the information needed to execute effectively.
• Assist with the preparation and management of project change orders, purchase requests, and other administrative requirements.
• Participate in client meetings and serve as a secondary point of contact to support communication and relationship management.
• Collaborate with technical teams to track project deliverables and ensure timely completion of assigned tasks.
• Maintain organized project files and ensure documentation is complete and up to date throughout the project lifecycle.
• Support subcontractor coordination and assist with tracking deliverables and contractual requirements.
• Contribute to continuous improvement initiatives by identifying opportunities to enhance project processes and efficiencies.
• Demonstrate GrayMatter's core values through effective teamwork, accountability, and a commitment to delivering quality results.
• Pursue professional growth opportunities to expand project management and industrial technology knowledge.
• This role is located onsite in Tulsa,OK with approximately 20%-30% travel, including potential overnight travel.

Knowledge, Skills, and Experience Needed

• Bachelor's degree in Engineering, Construction Management, Business Administration, Project Management, or a related field; equivalent relevant experience may be considered.
• 0-3 years of experience in project coordination, project management, industrial operations, engineering, construction, or a related field.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Effective written and verbal communication skills with a professional and customer-focused approach.
• Ability to work collaboratively with cross-functional teams and build positive working relationships.
• Basic understanding of project management principles, including scope, schedule, budgeting, and risk management.
• Proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook; familiarity with project management software is a plus.
• Strong attention to detail and commitment to maintaining accurate project records and documentation.
• Willingness to learn industrial automation concepts and technologies used in manufacturing environments.
• Exposure to industrial automation, controls, construction, or manufacturing environments is preferred but not required.
• Familiarity with SCADA, HMI, PLC, MES, or related industrial software is considered a plus.
• Ability to travel as required to support project and client needs.

Featured Benefits

• Medical, dental, and vision insurance beginning day one of employment
• Employer-paid short-term disability and life insurance
• 401(k) with up to 4% company match
• Paid holidays, paid time off, paid sick leave, and paid parental leave
• Additional benefits available such as long-term disability, accident, critical illness, hospital indemnity, Employee Assistance Program (EAP), telemedicine, Health Savings Account (HSA), and Flexible Spending Account (FSA)