Project Coordinator

Aston Carter; Rocky Hill (CT); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health

Dental

Vision

401k

Job summary

Aston Carter in Rocky Hill, CT is seeking a Project Coordinator - Controls and Energy Services for a permanent, on-site role.

You will support multi-faceted controls and energy projects from contract setup to completion, manage service agreements, renewals, proposals, and coordinate with the Energy & Controls Director and project teams to meet quality, schedule, budget, safety and customer satisfaction.

Qualifications

• Data entry and admin duties required in a manufacturing/construction setting.
• Proficiency with Microsoft Office and general software for documentation.
• Experience with WIP, warranty, purchasing, ordering, and contracts is preferred.

Responsibilities

• Manage the controls service agreement system, including new agreement setup, renewals, and cancellations.
• Participate in sales-to-operations turnover meetings for new service agreements, ensuring accurate setup details.
• Administer the monthly agreement renewal process with 90-day expiration monitoring and renewals communication.
• Follow up on cancellation requests and notify management of non-renewals.
• Maintain logs of contract value changes due to escalations and scope adjustments.
• Coordinate project assignments with the Energy Services / Controls Operations Manager.
• Support IT and technical assistance cases for control technicians.
• Prepare invoices and assist with pay applications and lien waivers.
• Coordinate permits, project files and plan sets, and organize bid schedules and pre-bid reviews.

Skills

Data entry

Microsoft Office

Customer service

Admin experience

WIP

Warranty

Purchasing

Contracts

Tools

Siemens

Tridium

Prolon

Job description

Job Title: Project Coordinator - Controls and Energy Services

Job Description

This multifaceted role is responsible for supporting Controls and Energy Services projects from contract setup through completion. The position involves maintaining the controls service agreement database and renewal process, managing shared proposals and contracts, supporting the sales team during proposal development, and serving as a functional backup to the Service Coordinator as needed. The Project Coordinator supports the Energy & Controls Director by collecting, coordinating, and distributing the information and approvals required to execute Controls and Service projects in alignment with goals for quality, schedule, budget, profitability, safety, and customer satisfaction.

Responsibilities

• Manage the controls service agreement system, including new agreement setup, renewals, and cancellations.
• Participate in sales-to-operations turnover meetings for new service agreements, ensuring accurate setup details such as pricing, billing frequency, covered equipment, materials, tasking, and PM schedules.
• Administer the monthly agreement renewal process, including monitoring 90-day expiration reports, generating renewal proposals, and communicating with customers.
• Follow up on cancellation requests to identify root causes, attempt remediation when possible, and notify management of non-renewals.
• Maintain logs tracking contract value changes due to escalations, negotiated pricing, or scope adjustments.
• Coordinate Controls project assignments with the Energy Services / Controls Operations Manager.
• Develop working knowledge of Siemens, Tridium, and Prolon product lines and serve as liaison with manufacturers.
• Place, receive, and track approved material orders; prepare materials for delivery or technician pickup.
• Organize and maintain controls inventory and stockroom.
• Ensure software licenses remain current.
• Coordinate IT support and technical assistance cases for control technicians.
• Provide administrative support to the GM and Operations team as required.
• Assist with purchasing materials, equipment, subcontractors, and contract finalization.
• Coordinate permits, distribute contract documents, and establish project files and plan sets.
• Maintain resource loading charts, delivery schedules, change order logs, and RFIs.
• Run weekly Work-in-Progress reports and support monthly project reviews.
• Prepare invoices, track customer payments, and assist with final pay applications and lien waivers.
• Support equipment startup, commissioning, owner training, and distribution of O&M manuals.
• Ensure completion and distribution of as-built documentation and warranty materials.
• Coordinate punch list items, post-construction meetings, and project closeout activities.
• Support control technicians with administrative duties, work order coordination, PM scheduling, and system backup documentation.
• Organize bid schedules, pre-bid reviews, buyout activities, subcontractor qualification, sales-to-operations turnover meetings, and technician training sessions.

Essential Skills

• Proficiency in data entry and administration.
• Expertise in Microsoft Office.
• Strong customer service skills.
• Admin experience within a manufacturing or construction setting (3 years).
• Knowledge of WIP (Work In Progress), warranty, purchasing, ordering, and contracts.

Work Environment

The work environment is a standard construction environment with a nice office setting. The typical working hours are likely from 7:00 AM or 7:30 AM to 3:30 PM or 4:00 PM.

Job Type & Location

This is a Permanent position based out of Rocky Hill, CT.

Pay and Benefits

The pay range for this position is $55000.00 - $65000.00/yr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Standard Company Benefits (Health Dental Vision 401k)

Job Type & Location

This is a Permanent position based out of Rocky Hill, CT.

Application Deadline

This position is anticipated to close on Nov 12, 2026.

Workplace Type

This is a fully onsite position in Rocky Hill,CT.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] ([e-mail]) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.