Project Coordinator

Vaco by Highspring; Columbus (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

Vaco by Highspring in Columbus, OH is seeking a detail‑oriented Project Coordinator to support project managers and ensure timely delivery.

You will coordinate activities, maintain documentation, and communicate with customers, vendors, technicians, subcontractors, and internal teams to keep projects on track.

This role also involves scheduling, entering project data in ERP/CRM systems, tracking timelines and budgets, and providing routine status updates to management.

Responsibilities

• Coordinate project activities, schedules, and deadlines to ensure projects remain on track.
• Support Project Managers with day-to-day project administration and coordination.
• Communicate with customers, vendors, technicians, subcontractors, and internal teams regarding project status and requirements.
• Schedule service, installation, maintenance, and other project-related activities.
• Maintain accurate project files, records, contracts, purchase orders, and other documentation.
• Track project timelines, deliverables, materials, equipment, and outstanding items.
• Enter and maintain project information in ERP, CRM, or project management systems.

Job description

• Coordinate project activities, schedules, and deadlines to ensure projects remain on track.
• Support Project Managers with day-to-day project administration and coordination.
• Communicate with customers, vendors, technicians, subcontractors, and internal teams regarding project status and requirements.
• Schedule service, installation, maintenance, and other project-related activities.
• Maintain accurate project files, records, contracts, purchase orders, and other documentation.
• Track project timelines, deliverables, materials, equipment, and outstanding items.
• Assist with preparing quotes, purchase orders, invoices, work orders, and other project documentation.
• Monitor project costs and assist with tracking budgets and expenses.
• Coordinate the delivery of equipment, parts, and materials to jobsites.
• Enter and maintain project information in ERP, CRM, or project management systems.
• Review project documentation for accuracy and completeness.
• Follow up with internal teams and vendors to ensure deadlines are met.
• Assist with resolving scheduling, material, or documentation issues that may impact project timelines.
• Prepare project status updates, reports, and other communications for management and customers.
• Ensure project closeout documentation is completed and properly filed.
• Provide general administrative support to the project management and service teams.

• Coordinate project activities, schedules, and deadlines to ensure projects remain on track.
• Support Project Managers with day-to-day project administration and coordination.
• Communicate with customers, vendors, technicians, subcontractors, and internal teams regarding project status and requirements.
• Schedule service, installation, maintenance, and other project-related activities.
• Maintain accurate project files, records, contracts, purchase orders, and other documentation.
• Track project timelines, deliverables, materials, equipment, and outstanding items.
• Assist with preparing quotes, purchase orders, invoices, work orders, and other project documentation.
• Monitor project costs and assist with tracking budgets and expenses.
• Coordinate the delivery of equipment, parts, and materials to jobsites.
• Enter and maintain project information in ERP, CRM, or project management systems.
• Review project documentation for accuracy and completeness.
• Follow up with internal teams and vendors to ensure deadlines are met.
• Assist with resolving scheduling, material, or documentation issues that may impact project timelines.
• Prepare project status updates, reports, and other communications for management and customers.
• Ensure project closeout documentation is completed and properly filed.
• Provide general administrative support to the project management and service teams.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco