Project Coordinator

KAD Staffing; New Berlin (WI); On-site; USD 50,000 - 75,000; Full time

Job summary

KAD Staffing in Wisconsin on-site is seeking a Project Coordinator to set up and maintain trackers, schedules, and documentation across QuickBooks and other systems.

You will compile budgets, support internal meetings, manage purchasing and invoicing, coordinate with vendors, and ensure data accuracy across SharePoint, trackers, and schedules.

Qualifications

• Bachelor's degree or equivalent experience in senior administrative or project finance roles.
• 10-20 years of experience in administrative, coordinator, or project finance support roles; automation, manufacturing, or technical environments preferred.
• Proven experience managing QuickBooks entries, including purchase orders, bills, estimates, and customer invoicing.
• Proficiency with Microsoft Office and the ability to learn project management tools, including IXD, trackers, schedules, Teams/SharePoint, and Zoho Projects.

Responsibilities

• Set up and maintain project trackers, schedules, and other tools so they reflect current, accurate data.
• Prepare and maintain project documentation - templates, billing milestones, meeting notes, and change orders - in SharePoint / OneDrive, QuickBooks, etc.
• Compile budget, hours, and procurement data into reports for Operations, Finance, and Leadership review.
• Schedule and support internal syncs and customer status meetings, including agendas, notes, and follow-ups.
• Support project launch and closeout by preparing checklists, transition documents, and needed materials.
• Keep data current across project management tools, including QuickBooks, trackers, and schedules.
• Coordinate logistics with vendors, contractors, and internal teams to support scheduling and documentation needs.
• Manage project finance administration - purchasing, purchase orders and bills, and noting receipt of goods in QuickBooks and other systems of record.
• Create customer estimates and generate and send invoices once deals close or milestones are reached, keeping QuickBooks entries accurate.

Skills

Strong organizational skills

Excellent written and verbal沟通

Self-starter with multitasking

Detail-oriented

Education

Bachelor's degree or equivalent experience in admin/project finance

Tools

QuickBooks

SharePoint/OneDrive

Zoho Projects

MS Office

Job description

PROJECT COORNDINATOR

ON-SITE

Responsibilities

• Set up and maintain project trackers, schedules, and other tools so they reflect current, accurate data.
• Prepare and maintain project documentation - templates, billing milestones, meeting notes, and change orders - in their appropriate systems (i.e. SharePoint / OneDrive, Quickbooks, etc.).
• Compile budget, hours, and procurement data into reports for Operations, Finance, and Leadership review.
• Schedule and support internal syncs and customer status meetings, including agendas, notes, and follow-ups.
• Support project launch and closeout by preparing checklists, transition documents, and needed materials.
• Keep data current across project management tools, including Quickbooks, trackers, and schedules.
• Coordinate logistics with vendors, contractors, and internal teams as directed to support scheduling and documentation needs.
• Manage project finance administration - handle purchasing, create purchase orders and bills, and note receipt of goods and services in QuickBooks and other systems of record.
• Create customer estimates and generate and send invoices once deals close or milestones are reached, keeping QuickBooks entries accurate and current.

Qualifications

• Bachelor's degree in a related field, or equivalent experience in senior administrative or project finance roles.
• 10-20 years of experience in administrative, coordinator, or project finance support roles, with a track record of managing purchasing, invoicing, and budget tracking; automation, manufacturing, or technical environments preferred.
• Proven experience managing QuickBooks entries, including purchase orders, bills, estimates, and customer invoicing.
• Proficiency with Microsoft Office and the ability to learn project management tools, including IXD, trackers, schedules, Teams/SharePoint, and Zoho Projects.
• Strong organizational skills and attention to detail, with the ability to keep documentation accurate and current.
• Comfortable managing multiple trackers, schedules, and deadlines across several projects at once.
• Clear written and verbal communication skills for coordinating with internal teams and vendors.
• A dependable, detail-oriented self-starter who follows through on assigned tasks without close supervision.