Project Coordinator

Talentify; Milwaukee (WI); On-site; USD 52,000 - 70,000; Full time

Job summary

Baird is seeking a Project Coordinator to support the Corporate Real Estate & Workplace Solutions team in Milwaukee. You will coordinate project activities, maintain documentation, and assist with financial tracking and closeout.

You will work closely with Project Managers, the Design Manager, vendors, and stakeholders to manage small projects and moves, ensuring accurate reporting and timely approvals. Applicants should have 2–5 years of relevant experience, strong organization, and proficiency

Qualifications

• 2–5 years of experience in project coordination or related field.
• Experience with invoice tracking, financial coordination, budget tracking or related administrative support.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Clear communication with internal partners, vendors, and stakeholders.
• Proficiency in Microsoft Office; experience with Tango or similar project-tracking tools.

Responsibilities

• Coordinate project schedules, documentation, deliverables, and updates.
• Track milestones and maintain accurate project information in systems such as Tango and OneDrive.
• Coordinate with vendors, internal partners, and stakeholders to support project execution.
• Support incidental requests, moves, adds, and changes as needed.
• Manage small-scale projects from planning through completion, including office closures, workstation reconfigurations, moves, and signage updates.
• Coordinate scope, schedule, vendor support, stakeholder communication and completion tracking for assigned projects.
• Ensure project documentation, approvals, and closeout steps are completed accurately and on time.
• Provide administrative support to Project Managers and the Design Manager.
• Maintain organized project records, folders, and file structures.
• Prepare project status updates, financial summaries, and other reporting materials.
• Serve as a liaison between Project Management, Workplace Solutions, vendors, and stakeholders.

Skills

Organizational skills

Communication

Multitasking

Problem-solving

Tools

Tango

Excel

PowerPoint

Word

Job description

About the Role

The Project Coordinator supports the Corporate Real Estate & Workplace Solutions team by coordinating project activities, maintaining accurate documentation, and assisting with financial tracking, invoice processing, and project closeout.

This role works closely with Project Managers, the Design Manager, internal partners, vendors, and stakeholders to support larger initiatives and manage smaller projects as needed.

The Impact You’ll Make

Project Coordination

• Support Project Managers by coordinating schedules, documentation, deliverables, and project updates
• Track milestones and maintain accurate project information in systems such as Tango and OneDrive
• Coordinate with vendors, internal partners, and stakeholders to support project execution
• Support incidental requests, moves, adds, and changes as needed

Small Project Management

• Manage small-scale projects from planning through completion, including office closures, workstation reconfigurations, moves, and signage updates
• Coordinate scope, schedule, vendor support, stakeholder communication and completion tracking for assigned projects.
• Ensure project documentation, approvals, and closeout steps are completed accurately and on time

Financial Tracking and Invoice Processing

• Review, track, and process project-related invoices for accuracy and alignment with scope and budget
• Support invoice coding and submission to Finance for payment
• Maintain tracking logs for project financials, commitments, and accruals
• Coordinate with Finance on monthly, year-end, and other reporting needs
• Monitor project budgets and flag potential variances to Project Managers

Administrative and PM Support

• Provide administrative support to Project Managers and the Design Manager
• Maintain organized project records, folders, and file structures
• Prepare project status updates, financial summaries, and other reporting materials

Collaboration and Communication

• Serve as a liaison between Project Management, Workplace Solutions, vendors, and stakeholders
• Communicate project updates clearly, accurately, and proactively
• Support cross-functional coordination to help ensure smooth execution of moves and project activities

What You’ll Bring to Baird

• 2–5 years of experience in project coordination, corporate real estate, facilities, construction, or a related field
• Experience with invoice tracking, financial coordination, budget tracking, or related administrative support
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Clear communication skills and the ability to coordinate effectively with internal partners, vendors, and stakeholders
• Proficiency in Microsoft Office, including Excel, PowerPoint, and Word; experience with project tracking systems such as Tango or similar tools preferred
• Detail-oriented with sound judgment and problem-solving skills

#LI-TA4

Baird is committed to diversity and provides employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, citizenship, national origin, age, disability, military service, veteran status, sexual orientation, gender identity or expression, genetic information, or any other status protected by law.