Onsite Project Coordinator: Scheduling & Admin

Ultimate Staffing; Poway (CA); On-site; USD 40,000 - 41,000; Full time

Job summary

Ultimate Staffing seeks an experienced Project Coordinator to join their client's team. You will provide high-level administrative support and help ensure efficient project management and coordination.

The ideal candidate is detail-oriented, proactive, and able to handle multiple tasks onsite in Poway, CA. Strong organizational, written and verbal communication skills, plus proficiency with Microsoft Office and ServiceTitan, are essential.

Qualifications

• 5+ years of administrative, project coordination, or related experience.
• Strong organizational, time-management, and multitasking skills.
• Experience managing complex calendars and competing priorities.
• Proficiency in Microsoft Office and ability to learn new software.
• ServiceTitan experience preferred.

Responsibilities

• Provide administrative and project coordination support to leadership and management.
• Manage calendars, meetings, scheduling, and project timelines.
• Coordinate project setup, documentation, reporting, and workflow processes.
• Prepare and maintain project files, records, correspondence, and reports.
• Serve as a liaison between customers, office staff, vendors, field teams, and management.
• Track project milestones and follow up on action items.
• Assist with purchasing, material orders, proposals, and operational reporting.
• Utilize company software, including ServiceTitan and Microsoft Office.
• Identify process improvements and maintain confidentiality of sensitive information.
• Perform additional administrative and project support duties as needed.

Skills

Project coordination

Time management

Attention to detail

Communication

Calendar management

Tools

Microsoft Office

ServiceTitan

Job description

Ultimate Staffing seeks an experienced Project Coordinator to join their client's team. You will provide high-level administrative support and help ensure efficient project management and coordination.

The ideal candidate is detail-oriented, proactive, and able to handle multiple tasks onsite in Poway, CA. Strong organizational, written and verbal communication skills, plus proficiency with Microsoft Office and ServiceTitan, are essential.