Project Coordinator

Ayr Energy, Inc.; Mountain View (CA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Ayr Energy, Inc. is seeking a Project Coordinator to bridge Sales/Commercial and Project Execution.

You will capture, communicate, and document changes across a project’s lifecycle to keep internal teams and customers aligned from PO through delivery. Responsibilities include organizing project documentation, tracking milestones and invoicing timelines, and supporting quotes and change orders with the Project Management team.

Qualifications

• 2+ years of experience in project coordination or similar commercial/project support role.
• Bachelor's degree in Business, Engineering, Supply Chain, or related field, or equivalent practical experience.
• Excellent organizational skills and attention to detail; able to manage multiple projects across teams.
• Strong written and verbal communication skills with ability to translate between commercial and technical stakeholders.

Responsibilities

• Serve as day-to-day liaison between Sales/Commercial and Project Execution (engineering, manufacturing, logistics).
• Maintain audit-ready project files: purchase orders, change orders, drawings, submittals, and correspondence.
• Track milestones, payment terms, and invoicing timelines; flag deviations and follow up to keep projects on schedule.
• Support preparation of quotes, change orders, and other customer-facing materials with Project Management.
• Respond to and document customer requests, questions, and change orders.
• Maintain chronological record of project status and decisions for quick understanding by any team member or customer.
• Coordinate with engineering, manufacturing, and logistics to confirm documentation at each project stage.
• Identify and elevate discrepancies between commercial commitments and execution realities.

Skills

Project coordination

Communication

Organizational skills

Excel

Word

SharePoint

ERP

Project tracking systems

Education

Bachelor's degree in Business/Engineering/Supply Chain or related field

Tools

SharePoint

ERP

Project tracking systems

Job description

Ayr Energy is looking for a Project Coordinator to sit at the intersection of Sales/Commercial and Project Execution teams. This role is responsible for capturing, communicating, and documenting changes that occur across a project’s lifecycle so that internal teams and customers stay aligned from purchase order through delivery. You will help manage the organization of project documentation (purchase orders, change orders, drawings and submittals, and correspondence) and ensure information flows accurately and efficiently between various teams.

What you'll do

• Serve as the day-to-day liaison between the Sales/Commercial team and Project Execution (engineering, manufacturing, logistics), ensuring information flows accurately in both directions.
• Maintain organized, audit-ready project files: purchase orders, change orders, drawing revisions, submittals, and correspondence.
• Track project milestones, payment terms, and invoicing timelines; flag deviations and follow up to keep projects on schedule.
• Support preparation of quotes, change order documentation, and other customer-facing materials in coordination with Project Management.
• Respond to and document customer requests, questions, and change orders
• Maintain a clear, chronological record of project status and decisions so that any team member (or customer) can quickly understand where a project stands and why.
• Coordinate with engineering, manufacturing, and logistics teams to confirm documentation requirements are met at each project stage.
• Identify and elevate discrepancies, delays, or miscommunications between commercial commitments and execution realities.

Qualifications

• 2+ years of experience in project coordination, account management, contracts administration, customer relations or a similar commercial/project support role.
• Bachelor's degree in Business, Engineering, Supply Chain, or a related field, or equivalent practical experience.
• Exceptional organizational skills and attention to detail; comfortable managing multiple projects and documentation streams across multiple teams simultaneously.
• Strong written and verbal communication skills, with the ability to translate between commercial and technical stakeholders.
• Proficiency in Microsoft Excel and Word; experience with SharePoint, ERP, or project tracking systems is a plus.
• A proactive, detail-oriented mindse t.
• Experience in manufacturing, energy, construction, or EPC environments is a plus but not required.

Ayr designs and manufactures critical power grid equipment including power transformers, distribution transformers, special-purpose transformers, high-voltage circuit breakers, and medium-voltage switchgear. We serve markets such as renewables, data centers, utilities, oil & gas, and industrial sectors.We position as partners in power projects, offering lifecycle support and working to deliver faster than average industry timelines.