Project Coordination Specialist (PMO) – Flexible Schedule

Sharpe Engineering; Madison (WI); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

PTO

10 holidays

Flexible schedule

401(k) match

Medical insurance

Dental insurance

Vision insurance

Disability coverage

Life insurance

Job summary

Sharpe Engineering is seeking a Project Manager Assistant to provide administrative and coordination support to the PM and Engineering teams. You will help manage project setup, scheduling, invoicing, reporting, and ensure accuracy across Sharpe’s project management systems, primarily Monday.com.

The role works with Project Managers, Engineers, Finance, and Operations to maintain organized, compliant project documentation and active project details through the lifecycle.

Qualifications

• High school diploma or equivalent required.
• Associate degree or relevant experience preferred.
• Prior experience in project support, administrative coordination, or engineering support roles preferred.
• Experience using project management or workflow tools (Monday.com preferred).

Responsibilities

• Provide direct administrative and project support to Project Managers and the Engineering team.
• Format and organize project-related documents and correspondence.
• Maintain engagement with active project details to support accuracy and continuity.
• Assist with project kickoff preparation and attend kickoff meetings to understand scope and requirements.
• Support project closeout activities and documentation.

Skills

Project coordination

Documentation

Communication

Multitasking

Team collaboration

Education

High school diploma

Associate degree (preferred)

Tools

Monday.com

Microsoft Office

Job description

The Project Manager Assistant (PMA) provides administrative, coordination, and operational support to the Project Management and Engineering teams. This role supports project setup, documentation, scheduling, invoicing, reporting, and system accuracy to ensure projects remain organized, compliant, and well-documented throughout the project lifecycle.

The PMA works closely with Project Managers, Engineers, Finance, and Operations to support day-to-day project execution while maintaining accurate records within Sharpe’s project management systems, primarily Monday.com.

Key Responsibilities:

Project Support & Coordination

• Provide direct administrative and project support to Project Managers and the Engineering team
• Format and organize project-related documents and correspondence
• Maintain engagement with active project details to support accuracy and continuity
• Assist with project kickoff preparation and attend kickoff meetings to understand scope and requirements
• Support project closeout activities and documentation

Project Coordination & Monday.com Support

• Support Project Managers and the PMO team by coordinating project information, schedules, and documentation with in Monday.com

• Assist with the setup, maintenance, and organization of project boards, tasks, milestones, and timelines

• Ensure project data in Monday.com is accurate, current, and consistently maintained

• Translate project direction from Project Managers into actionable tasks and updates within Monday.com

• Monitor task status, deadlines, and dependencies and escalate concerns to the Project Manager or PMO Manager as needed

• Maintain standardized project templates, workflows, and documentation practices with in Monday.com

• Support dashboards and reporting to provide project visibility to the PMO and leadership

• Assist with onboarding and day-to-day support of team members using Monday.com, including basic guidance on tools, processes, and best practices

Change Orders

• Assist in the creation and documentation of change orders
• Enter change orders into system
• Support invoice creation related to approved change orders
• Maintain proper filing and documentation within established folder structures

Scheduling, Tracking & Reporting

• Assist with maintaining project schedules and milestone tracking within Monday.com
• Support reporting related to: Project progress; scheduled hours vs. planned timelines; backlog and workload visibility
• Maintain the company-wide project Gantt chart or equivalent scheduling tools as assigned

Project Audits & Organization

• Support internal project audits for organization, completeness, and accuracy

• Review projects regularly to identify those transitioning to work hold or closeout

• Maintain standardized project folder structures and documentation practices

Qualifications Education & Experience

• High school diploma or equivalent required
• Associate degree or relevant experience preferred
• Prior experience in project support, administrative coordination, or engineering support roles preferred
• Experience using project management or workflow tools (Monday.com preferred) Skills & Competencies
• Strong organizational and documentation skills
• High attention to detail and data accuracy
• Ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Strong communication and collaboration skills
• Proactive, service-oriented mindset

Sharpe Engineering offers a comprehensive benefits package designed to support your health, well-being, and work-life balance. Our benefits include paid time off (PTO), 10 paid holidays, a flexible work schedule, 401(k) plan with company match, and medical, dental, and vision insurance. We also provide short-term and long-term disability coverage, as well as life insurance, helping ensure peace of mind for you and your family.

Sharpe Engineering & Equipment is an Equal Opportunity Employer.