Project Coordinator

Baird; Milwaukee (WI); On-site; USD 52,000 - 78,000; Full time

Job summary

Baird is seeking a Project Coordinator to support Corporate Real Estate & Workplace Solutions in Milwaukee. You will coordinate schedules, maintain project documentation, assist with financial tracking and invoice processing, and help with small projects from planning through completion.

The role collaborates with Project Managers, the Design Manager, vendors, and internal partners to ensure smooth project execution and timely closeout, with strong emphasis on organization and communication.

Qualifications

• 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.

Responsibilities

• Coordinate project activities, maintain documentation, and assist with financial tracking and invoice processing.
• Support Project Managers by coordinating schedules, deliverables, and project updates.
• Track milestones and maintain project information in systems like Tango and OneDrive.
• Coordinate with vendors, internal partners, and stakeholders to support project execution.
• Manage small-scale projects from planning through completion, including moves and reconfigurations.
• Provide administrative support and prepare project status updates and financial summaries.
• Serve as a liaison between Project Management, Workplace Solutions, vendors, and stakeholders.

Skills

Project coordination

Vendor coordination

Financial tracking

Invoice processing

Microsoft Office

Excel

PowerPoint

Word

Communication

Organization

Tools

Tango

OneDrive

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