Project Coordinator

Kastle Systems International, LLC; Dallas (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Kastle Systems International, LLC is seeking a Project Coordinator to work closely with Project Managers on planning, scheduling, and coordinating activities for installations and related projects. You will support contract administration, prepare progress reports, and serve as a liaison among client teams, internal departments, and field staff.

The role emphasizes effective communication, meticulous documentation, and timely turn-over of project records, with opportunities to contribute to both

Qualifications

• Bachelor's degree or equivalent work experience required.
• 2+ years' experience as a project or construction engineer and/or coordinator.
• Experience working on/at construction sites and scheduling/negotiating with General Contractors.
• Demonstrated knowledge of the principles and processes for providing project management support.
• Demonstrated knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for service and evaluation of customer satisfaction.
• Strong critical thinking skills: able to use logic and reasoning to identify strengths and weaknesses of alternate solutions, conclusions or approaches to problems
• Ability to perform detailed work, being careful about detail and being thorough in completing tasks
• Ability to effectively develop goals and plans to prioritize, organize and accomplish those goals
• Demonstrated ability to represent Kastle in a polished and professional manner to customers and the public in person, in writing and via telephone
• Demonstrated exceptional speaking and active listening skills, conveying information effectively and giving full attention and taking time to understand what others are saying
• Ability to cooperate, being pleasant with others on the job and displaying a good-natured, supportive attitude
• Ability to come up with relevant and creative ideas, analyze information and evaluate results to choose the best solution
• Demonstrated self-composure, adaptability, persistence, a high tolerance for stress and unquestionable integrity
• Ability to effectively use Microsoft Office Applications, to include Excel, Word, PowerPoint, Microsoft Project and Outlook to facilitate business processes

Responsibilities

• Assist Project Managers with duties and communication on their assigned projects.
• Assist the PM's in being a project liaison between Kastle departments (Client Services, Data, Programming, Sales etc.) and clients during implementation, effectively assisting in the managing, coordinating and communication of needs and expectations of all stakeholders, through coordination and attendance at client /department meetings and briefings and/or phone calls and e-mails
• Assist PM's in conducting the contract review and implementation process, and generate follow-up proposals and contract amendments as warranted
• Assist in the coordination of security system consultation and other services in response to customer requests
• Assist PM's in generating project schedules, providing progress reports on project status, and generating turn-on documents, billing adjustments and invoicing directions for accounting to ensure progress billing and final billing is performed on a timely basis
• Join PM's on site walks and, in certain circumstances, conduct walks for site status as directed by project managers, in doing so, assist with communicating site status both internally and to customers
• Assist PM's in conferring with Kastle departments, building and tenant representatives to discuss issues and facilitate solutions to eliminate delays, assess progress and discuss needed changes
• Assist in scheduling of client training
• Assist PM's with maintaining complete documentation on the project directory and compile a complete dossier of the project record for turn-over to Customer Service
• Stay up to date and knowledgeable in Kastle services, technology as well as internal processes and procedures
• Assist in direct project management of small, systems additions projects as assigned by PMO management
• Other tasks and duties to assist with the delivery of successful projects as assigned by Project Managers

Skills

Critical thinking

Detail oriented

Planning & organizing

Communication

Team collaboration

Microsoft Office

Education

Bachelor's degree or equivalent

2+ years project/coordinator experience

Tools

Microsoft Office (Excel, Word, PowerPoint, Outlook)

MS Project

Job description

Overview

Join the leader in providing smarter solutions for a safer world.

The Project Coordinator is responsible for working directly with project managers on planning, scheduling and coordinating activities within the Installation group relating to Projects, Work Orders and Change Orders to ensure its services are provided accurately and on time, and that these services meet or exceed client expectations. The APM helps the PM control and manage the overall administration for their assigned projects. The APM provides back-up support and responsibility for the coordination and completion of all contract administration, work requirements and other duties as required by the PM.

To that end, the Project Coordinator interacts directly with the PM and installation teams as well as other internal departments and our clients to assist in Kastle fully understanding and delivering on the client's needs and expectations, and that any on-site requirements of Kastle are communicated to the client and general contractors to ensure a successful installation and system activation. Leading to and during the system installation, the Coordinator is an additional point of contact for building and/or tenant representatives and the installation team to ensure timely and accurate sharing of information to support smooth and efficient system installations.

This role is responsible for developing and fostering strong working relationships with all members of our project teams including clients, subcontractors, architects, and others. The Coordinator will be an in-house and field representative as part of the project team, assisting on both new construction projects as well as large scale projects for existing clients.

Responsibilities

• Support and assist the Project Managers with duties and communication on their assigned projects
• Assist the PM's in being a project liaison between Kastle departments (Client Services, Data, Programming, Sales etc.) and clients during implementation, effectively assisting in the managing, coordinating and communication of needs and expectations of all stakeholders, through coordination and attendance at client /department meetings and briefings and/or phone calls and e-mails
• Assist PM's in conducting the contract review and implementation process, and generate follow-up proposals and contract amendments as warranted
• Assist in the coordination of security system consultation and other services in response to customer requests
• Assist PM's in generating project schedules, providing progress reports on project status, and generating turn-on documents, billing adjustments and invoicing directions for accounting to ensure progress billing and final billing is performed on a timely basis
• Join PM's on site walks and, in certain circumstances, conduct walks for site status as directed by project managers, in doing so, assist with communicating site status both internally and to customers
• Assist PM's in conferring with Kastle departments, building and tenant representatives to discuss issues and facilitate solutions to eliminate delays, assess progress and discuss needed changes
• Assist in scheduling of client training
• Assist PM's with maintaining complete documentation on the project directory and compile a complete dossier of the project record for turn-over to Customer Service
• Stay up to date and knowledgeable in Kastle services, technology as well as internal processes and procedures
• Assist in direct project management of small, systems additions projects as assigned by PMO management
• Other tasks and duties to assist with the delivery of successful projects as assigned by Project Managers

Qualifications

• Bachelor's Degree or equivalent work experience
• 2+ years' experience as a project or construction engineer and/or project coordinator assisting on simultaneous projects
• Experience working on/at construction sites and scheduling/negotiating with General Contractors
• Demonstrated knowledge of the principles and processes for providing project management support
• Demonstrated knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for service and evaluation of customer satisfaction
• Strong critical thinking skills: able to use logic and reasoning to identify strengths and weaknesses of alternate solutions, conclusions or approaches to problems
• Ability to perform detailed work, being careful about detail and being thorough in completing tasks
• Ability to effectively develop goals and plans to prioritize, organize and accomplish those goals
• Demonstrated ability to represent Kastle in a polished and professional manner to customers and the public in person, in writing and via telephone
• Demonstrated exceptional speaking and active listening skills, conveying information effectively and giving full attention and taking time to understand what others are saying
• Ability to cooperate, being pleasant with others on the job and displaying a good-natured, supportive attitude
• Ability to come up with relevant and creative ideas, analyze information and evaluate results to choose the best solution
• Demonstrated self-composure, adaptability, persistence, a high tolerance for stress and unquestionable integrity
• Ability to effectively use Microsoft Office Applications, to include Excel, Word, PowerPoint, Microsoft Project and Outlook to facilitate business processes

Company Overview

Join the leader in providing smarter solutions for a safer world.

The property technology space is growing rapidly, and Kastle Systems is leading the way. Kastle Systems is the leader in managed security, with a track record of introducing innovative technologies to serve over 460M square feet of real estate globally. Clients span the commercial and multifamily real estate, education, and construction industries and the customers they serve. Delivering a world class customer experience drives everything we do, and Kastle's mission is to be our customers' best service provider and to ensure that their security the most effective, efficient and convenient. Kastle's integrated security solution, including access control, video, and remote video monitoring, significantly reduces costs and improves the critically important 24x7 performance for building owners, developers and tenants.

Equal Opportunity Statement

At Kastle, we believe that diversity makes us stronger - at work and in the world. Kastle Systems International, LLC is an Equal Opportunity / Aff Irative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, marital status, pregnancy or any other basis protected by applicable federal or state laws.