Project Coordinator

Talentify; Carol Stream (IL); On-site; USD 47,000 - 55,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Disability benefits

HSA

Transportation benefits

Job summary

Aston Carter is seeking a Project Coordinator to unify ordering and procurement workflows between internal Supply Chain, Distribution, and clients. You will be the primary intake point for customer questions, relay issues to PMO, and ensure on-time, on-budget delivery with defined quality standards.

Responsibilities include processing orders, maintaining schedules, coordinating with vendors, managing reports, and ensuring documentation accuracy.

Qualifications

• 3–5 years of experience in cabling or networking project management.
• Experience managing day-to-day project operations and budgets.
• Proven track record coordinating with third-party vendors and customer-facing projects.
• Experience scheduling services across multiple locations, ideally in retail tech.
• Skilled at developing project resource estimates and costs.
• Strong project coordination including vendor communication and cross-functional collaboration.
• Proficiency with Microsoft Office, including Excel, for reporting and documentation.
• Ability to produce and maintain project documentation (plans, status reports, change orders, network diagrams).
• Experience applying PMI methods in project execution (change, risk, issues).

Responsibilities

• Manage day-to-day operational activities for projects across internal departments.
• Process and track customer orders, ensuring accuracy and timely delivery.
• Create and maintain project schedules for multiple concurrent locations.
• Serve as the intake point for customer questions and relay issues to PMO.
• Enforce quality standards and ensure compliance with codes and best practices.
• Maintain up-to-date project documentation (plans, reports, change orders, diagrams).
• Collaborate with external vendors to meet schedules and quality.
• Develop and manage budgets, track expenses, and seek cost-effective solutions.
• Create and update SOPs for onboarding new team members.
• Conduct post-project evaluations and capture lessons learned.
• Escalate post-implementation incidents when needed.
• Schedule work with third-party resources and confirm delivery.
• Prepare weekly status reports on finance, issues, and actions.
• Set expectations with team and stakeholders via regular meetings.
• Suggest process improvements based on tech and delivery knowledge.
• Apply PMI-aligned methods in all work products, including risk and change management.
• Manage project forecasts and invoicing weekly.
• Develop resource plans and cost estimates for planning and execution.

Skills

Project management

Vendor coordination

Client-facing

Scheduling

Cost estimation

Documentation

PMI methods

Cross-functional collaboration

Reporting

Excel reporting

Tools

Microsoft Excel

Job description

Qualifications

• Minimum of 3–5 years of experience in cabling or networking project management, or closely related project management roles.
• Demonstrated experience managing day-to-day operational activities for projects, including oversight of project budgets.
• Proven track record working with multiple third-party companies and handling customer-facing projects, not only internal initiatives.
• Experience scheduling services delivery for multiple concurrent locations, preferably within a retail technology environment.
• Hands-on experience developing project resource and cost estimates.
• Strong project coordination skills, including vendor communication, customer support, and cross-functional collaboration.
• Proficiency with Microsoft Office, including Excel, for reporting, tracking, and documentation.
• Ability to produce and manage detailed project documentation such as project plans, status reports, change orders, and network diagrams.
• Experience applying PMI methods in project execution, including change management, risk management, and issues management.

Job Description

The Project Coordinator will work across the organization to establish and refine processes that facilitate the ordering and procurement workflow between internal Supply Chain, Distribution, and the client. This role serves as the primary intake point for customer questions, relays issues to appropriate PMO personnel, and ensures projects are delivered on time, within budget, and to defined quality standards. Daily work includes processing and tracking orders, creating and maintaining project schedules, managing project reports, coordinating with vendors and third-party resources, and providing responsive customer support.

Responsibilities

• Manage day-to-day operational activities for projects across various internal functional departments.
• Process and track customer orders, ensuring accuracy and timely progression through the procurement and delivery lifecycle.
• Create, maintain, and update project schedules, including services delivery for multiple concurrent locations.
• Serve as the primary intake for customer questions and relay issues to the appropriate PMO personnel.
• Enforce established quality standards for installations and ensure compliance with industry best practices and relevant codes.
• Ensure accurate and up-to-date project documentation, including project plans, status reports, change orders, network diagrams, and other relevant records.
• Collaborate with external vendors and suppliers to ensure adherence to project schedules and quality standards.
• Develop and manage project budgets, track expenses, and drive cost-effective solutions without compromising project quality or timelines.
• Develop and update standard operating procedures (SOPs) to support onboarding and integration of new team members.
• Conduct post-project evaluations to assess project success, identify areas for improvement, and document lessons learned for future initiatives.
• Act as the escalation point for post-implementation incidents, including major incident management (MIMs).
• Schedule work with third-party resources to deliver services at customer facilities and follow up to confirm successful delivery.
• Prepare and deliver weekly status reports detailing financial performance, key issues, and corrective actions.
• Set and manage project expectations with team members and stakeholders, including customer project managers, through regular and proactive meetings.
• Recommend improvements to processes and implementation procedures based on a solid understanding of technology and project delivery.
• Use PMI-aligned methods in project work products and execution, including change management, risk management, and issues management.
• Manage project forecasts and actual invoicing on a weekly basis.
• Develop project resource plans and cost estimates in support of project planning and execution.

Work Environment

This role is based in an office setting attached to a warehouse, within a large facility that houses over 500 employees across two adjacent buildings.

The position is fully onsite, working Monday through Friday from 8:00 a.m. to 5:00 p.m.

Job Type & Location

This is a Permanent position based out of Carol Stream, IL.

Pay and Benefits

The pay range for this position is $34.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Carol Stream,IL.

Application Deadline

This position is anticipated to close on Aug 27, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.