Project Coordinator

Thermosystems; Port Washington (WI); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Annual bonus

401(k) with company match

Medical, dental, and vision coverage

Paid time off

Job summary

Thermo Systems, LLC seeks a Project Coordinator to support automation and control system integration projects across the PMO. You will coordinate meetings, manage documentation, and support reporting to ensure on-time delivery and quality outcomes.

In this role you will collaborate with Engineering, Procurement, Field/Operations, and customers across the Stage-Gate process, tracking schedules, risks, changes, and ensuring accurate communication and record-keeping throughout the project lifecycle.

Qualifications

• 0–5 years of experience in project coordination, project administration, or operations support (industrial, construction, or technical environments preferred).
• Bachelor’s degree in business, engineering, construction management, operations, or related field preferred.
• Equivalent practical experience will be considered in lieu of a degree.
• Familiarity with basic project management concepts (scope, schedule, cost, risk, and change control) is a plus.

Responsibilities

• Coordinate internal and customer meetings, agendas, notes, action items, and follow-ups.
• Maintain stakeholder lists and support project communication plans.
• Serve as a coordination point across Engineering, Procurement, Field/Operations, subcontractors, and customers.
• Ensure timely follow-through on project updates, deliverables, and communications.
• Support Stage-Gate model execution and document management.

Skills

Strong organizational skills

Effective communication

Detail-oriented

Independent worker

MS Office proficiency

Experience with project tools

Education

Bachelor’s degree in business, engineering, construction management, operations, or related field

Equivalent practical experience considered

Tools

MS Project

Smartsheet

SharePoint

Teams

Jira

Job description

Join a team of world-class automation experts working for a rapidly-growing global company.

What sets us apart is our unique culture. We thrive on teamwork, consistently surpass customer expectations, and celebrate both personal and professional success. If you believe Thermo Systems is the right fit for you, explore our open positions below.

Compensation: $55,000 – $70,000 Annually + Bonus

Travel: Up to 25% (as needed)

Who We Are

Thermo Systems is a global, full-service control systems integration partner delivering premier class automation solutions across the Energy, Life Sciences, and Mission Critical markets.

Guided by The Thermo Way, we are unified, dynamic, and committed to delivering excellence. Our culture is grounded in three core principles:

• Employee Success – investing in our people and their growth
• Customer Success – delivering reliable, high-quality solutions
• Financial Strength – operating with discipline and long-term focus

We believe strong teams, trusted partnerships, and technical excellence drive sustainable success.

The Opportunity

The Project Coordinator supports the successful delivery of automation and control system integration projects by providing project coordination, controls, and administrative support to Project Managers and the PMO.

This role plays a critical part in maintaining project organization, supporting the Stage‑Gate delivery model, and ensuring project documentation, reporting, and communication remain accurate and on track.

The Project Coordinator acts as a central point of coordination across Engineering, Procurement, Field/Operations, and customers to support day‑to‑day execution and follow‑through.

What You’ll Do

Core Responsibilities:

Project Coordination & Communication

• Coordinate internal and customer meetings including agendas, notes, action items, and follow‑ups.
• Maintain stakeholder lists and support project communication plans.
• Serve as a coordination point across Engineering, Procurement, Field/Operations, subcontractors, and customers.
• Ensure timely follow‑through on project updates, deliverables, and communications

Stage‑Gate & Documentation Management

• Support Project Managers in executing Thermo Systems’ Stage‑Gate model.
• Maintain and organize project documentation, Gate artifacts, and approval records.
• Ensure proper version control, configuration management, and audit readiness.
• Track Gate readiness and escalates risks to schedule adherence.

Project Controls & Reporting

• Maintain project schedules, milestone trackers, and look‑ahead plans.
• Track action items, deliverables, and dependencies with clear ownership and deadlines.
• Prepare recurring status updates, dashboards, and PMO reporting.
• Support cost tracking, PO logs, invoice routing, and basic budget visibility as directed.
• Track and manage change requests, including documentation and approval workflows.
• Maintain risk registers and support mitigation tracking.
• Track project issues, decisions, and lessons learned
• Support procurement activities including RFQs, quote tracking, and submittal logs.
• Assist with vendor and subcontractor coordination, including documentation and onboarding requirements.
• Track delivery schedules and follow up on vendor commitments

Quality & Closeout Support

• Assist with QA/QC documentation including inspections, test records, and punch lists.
• Support project closeout including as‑builts, O&M manuals, training records, and final deliverables.
• Contribute to lessons learned and continuous improvement efforts.
• Provide feedback to PMO on process and template improvements

What We’re Looking For

Education & Experience:

• 0–5 years of experience in project coordination, project administration, or operations support (industrial, construction, or technical environments preferred).
• Bachelor’s degree in business, engineering, construction management, operations, or related field preferred.
• Equivalent practical experience will be considered in lieu of a degree.
• Familiarity with basic project management concepts (scope, schedule, cost, risk, and change control) is a plus.

Skills & Qualifications:

• Strong organizational skills with the ability to manage multiple priorities
• Effective communication skills across cross‑functional teams and customers
• Detail‑oriented with strong follow‑through and accountability
• Ability to work independently while supporting a team environment
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Experience with project tools (MS Project, Smartsheet, SharePoint, Teams, Jira, or similar) is a plus
• Ability to quickly learn internal systems, tools, and PMO processes

What You’ll Get

• Competitive compensation with annual bonus opportunity
• 401(k) with company match
• Comprehensive medical, dental, and vision coverage with low‑cost options
• Paid time off and sick leave
• Tuition reimbursement and professional credential support
• In‑house and external technical training opportunities
• Exposure to complex, high‑impact automation projects
• A collaborative culture built on integrity, accountability, and teamwork

Work Environment & Physical Requirements
The physical and environmental demands described here are representative of those required to perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Employment Opportunity
Thermo Systems provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other protected status.

Disclaimer
This job description outlines the general nature and level of work expected. Responsibilities may evolve based on business needs.

Thermo Systems, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

National Internship Program

Thermo Systems Interns are part of our most valuable asset: our employees. During your internship you will gain real‑life experiences in a fast‑paced, hands‑on engineering environment.

Learn what the automation industry is all about

Be part of an exciting and growing team

Deliver solutions and services to clients such as NASA, Merck, Sam Adams, and universities coast to coast

Experience various aspects of work Thermo provides in engineering, development, and testing

Enhance your professional and technical skillsets

Thermo’s Veteran Commitment

Advancing Women in the Automation Industry

Thermo Systems is proud to be featured in the press for our innovative contributions to the automation and control systems industry, showcasing our commitment to excellence and sustainability in every project we undertake. View PR articles.

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Discover how Thermo Systems’ innovative solutions and expertise drive operational excellence and sustainability through our collection of insightful and impactful videos. See our videos.

We specialize in delivering innovative and reliable automation and control solutions, empowering industries to achieve peak efficiency, sustainability, and operational excellence. View our brochure.

Welcome to your go-to source for the latest updates, achievements, and innovations from our team of industry leading automation experts. See more news.

Check out our latest innovations and industry-leading solutions at our upcoming tradeshows and events, where we showcase our expertise in control systems integration and automation engineering. Where we’ll be.

Seeing is believing, see how we deliver innovative and reliable automation and control solutions across a diverse range of industries by exploring our detailed case studies below. How we do it.

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