Project Coordinator

Ayr Energy; Mountain View (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Ayr Energy is seeking a Project Coordinator in Mountain View, CA to bridge the Sales/Commercial and Project Execution teams. You will capture, communicate, and document changes across a project’s lifecycle to keep customers and internal teams aligned from purchase order through delivery.

You will organize project documentation (purchase orders, change orders, drawings, submittals, and correspondence), track milestones and invoicing, and support quotes and change orders with clear, audit-ready

Qualifications

• 2+ years of experience in project coordination or related commercial roles.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication across engineers, sales, and customers.
• Proficiency in Excel and Word; familiarity with SharePoint/ERP systems is a plus.

Responsibilities

• Serve as day-to-day liaison between Sales/Commercial and Project Execution teams.
• Capture, document, and communicate project changes and impacts.
• Maintain audit-ready project files: purchase orders, change orders, drawings, submittals, and correspondence.
• Track milestones, payment terms, and invoicing timelines.
• Support preparation of quotes and change order documentation.
• Respond to and document customer requests, questions, and change orders.
• Maintain a clear record of project status and decisions.
• Coordinate with engineering, manufacturing, and logistics to meet documentation requirements.
• Identify and escalate discrepancies between commitments and execution.

Skills

Strong communication skills

Organizational excellence

Cross-functional coordination

Education

Bachelor's degree in Business/Engineering/Supply Chain

Tools

Excel

Word

SharePoint

ERP

Job description

About the role

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.


• Capture, document, and communicate all project changes (technical revisions, schedule shifts, scope changes, and commercial impacts) to the appropriate internal and external stakeholders.


• 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 escal 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 mindset.


• Experience in manufacturing, energy, construction, or EPC environments is a plus but not required.