Project Coordinator

Thermo Systems LLC.; Madison (WI); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

401(k) with company match

Medical, dental, vision coverage

Paid time off

Tuition reimbursement

Professional training

Bonus opportunity

Job summary

Thermo Systems LLC is seeking a Project Coordinator to support automation and control system projects. You will coordinate meetings, maintain stakeholder lists, and ensure timely follow-through across engineering, procurement, field operations, and vendors.

The role emphasizes organized documentation, status reporting, and adherence to Stage-Gate processes, with opportunities for cost tracking support and continuous improvement.

Qualifications

• 0–5 years of experience in project coordination, project administration, or operations support (industrial, construction, or technical environments preferred).
• Bachelor's degree in business, engineering, construction management, operations, or related field preferred.
• Equivalent practical experience will be considered in lieu of a degree.
• Familiarity with basic project management concepts (scope, schedule, cost, risk, and change control) is a plus.

Responsibilities

• Coordinate internal and customer meetings including agendas, notes, action items, and follow-ups.
• Maintain stakeholder lists and support project communication plans.
• Serve as a coordination point across Engineering, Procurement, Field/Operations, subcontractors, and customers.
• Ensure timely follow-through on project updates, deliverables, and communications
• Support Project Managers in executing Stage-Gate model and maintaining documentation.

Skills

Strong organizational skills

Effective communication

Detail-oriented

Independent with team

Education

Bachelor's degree in business, engineering, construction management, or related field

Equivalent practical experience considered

Tools

MS Project

Smartsheet

SharePoint

Teams

Jira

Job description

Career Opportunities with Thermo Systems LLC

Careers At Thermo Systems LLC

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Compensation: $55,000 � $70,000 Annually + Bonus

Travel: Up to 25% (as needed)

Who We Are

Thermo Systems is a global, full-service control systems integration partner delivering premier class automation solutions across the Energy, Life Sciences, and Mission Critical markets.

Guided by The Thermo Way, we are unified, dynamic, and committed to delivering excellence. Our culture is grounded in three core principles:

• Employee Success � investing in our people and their growth
• Customer Success � delivering reliable, high-quality solutions
• Financial Strength � operating with discipline and long-term focus

We believe strong teams, trusted partnerships, and technical excellence drive sustainable success.

The Opportunity

The Project Coordinator supports the successful delivery of automation and control system integration projects by providing project coordination, controls, and administrative support to Project Managers and the PMO.

This role plays a critical part in maintaining project organization, supporting the Stage-Gate delivery model, and ensuring project documentation, reporting, and communication remain accurate and on track.

The Project Coordinator acts as a central point of coordination across Engineering, Procurement, Field/Operations, and customers to support day-to‑day execution and follow-through.

What You'll Do

Core Responsibilities:

Project Coordination & Communication

• Coordinate internal and customer meetings including agendas, notes, action items, and follow-ups.
• Maintain stakeholder lists and support project communication plans.
• Serve as a coordination point across Engineering, Procurement, Field/Operations, subcontractors, and customers.
• Ensure timely follow-through on project updates, deliverables, and communications

Stage-Gate & Documentation Management

• Support Project Managers in executing Thermo Systems� Stage-Gate model.
• Maintain and organize project documentation, Gate artifacts, and approval records.
• Ensure proper version control, configuration management, and audit readiness.
• Track Gate readiness and escal risks to schedule adherence.

Project Controls & Reporting

• Maintain project schedules, milestone trackers, and look-ahead plans.
• Track action items, deliverables, and dependencies with clear ownership and deadlines.
• Prepare recurring status updates, dashboards, and PMO reporting.
• Support cost tracking, PO logs, invoice routing, and basic budget visibility as directed.
• Track and manage change requests, including documentation and approval workflows.
• Maintain risk registers and support mitigation tracking.
• Track project issues, decisions, and lessons learned
• Support procurement activities including RFQs, quote tracking, and submittal logs.
• Assist with vendor and subcontractor coordination, including documentation and onboarding requirements.
• Track delivery schedules and follow up on vendor commitments

Quality & Closeout Support

• Assist with QA/QC documentation including inspections, test records, and punch lists.
• Support project closeout including as-builts, O&M manuals, training records, and final deliverables.
• Contribute to lessons learned and continuous improvement efforts.
• Provide feedback to PMO on process and template improvements

Education & Experience:

• 0�5 years of experience in project coordination, project administration, or operations support (industrial, construction, or technical environments preferred).
• Bachelor's degree in business, engineering, construction management, operations, or related field preferred.
• Equivalent practical experience will be considered in lieu of a degree.
• Familiarity with basic project management concepts (scope, schedule, cost, risk, and change control) is a plus.

Skills & Qualifications:

• Strong organizational skills with the ability to manage multiple priorities
• Effective communication skills across cross-functional teams and customers
• Detail-oriented with strong follow-through and accountability
• Ability to work independently while supporting a team environment
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Experience with project tools (MS Project, Smartsheet, SharePoint, Teams, Jira, or similar) is a plus
• Ability to quickly learn internal systems, tools, and PMO processes

What You'll Get

• Competitive compensation with annual bonus opportunity
• 401(k) with company match
• Comprehensive medical, dental, and vision coverage with low-cost options
• Paid time off and sick leave
• Tuition reimbursement and professional credential support
• In-house and external technical training opportunities
• Exposure to complex, high-impact automation projects
• A collaborative culture built on integrity, accountability, and teamwork

Work Environment & Physical Requirements

The physical and environmental demands described here are representative of those required to perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Employment Opportunity

Thermo Systems provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other protected status.

Disclaimer

This job description outlines the general nature and level of work expected. Responsibilities may evolve based on business needs.