Project Coordinator

Ultimate Staffing; San Jose (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Ultimate Staffing seeks an organized Field Coordination & Logistics specialist in San Jose to support project execution and billing processes. You will manage schedules, documentation, and inventory while coordinating field teams and subcontractors to meet customer needs.

Ideal candidates bring 3+ years of related experience, strong analytical and communication skills, and proficiency with Microsoft Office.

Qualifications

• High school diploma.
• 3+ years related experience preferred.
• Strong analytical skills and attention to detail.
• Excellent communication, teamwork, and organizational abilities.
• Proficiency in Microsoft Office; familiarity with Access, HVACpartners, and Sage is a plus.
• Able to work independently or collaboratively.

Responsibilities

• Maintain project schedules and up-to-date project documentation.
• Manage inventory to support project and customer needs.
• Handle sales orders, purchase orders, invoices, concessions, and credits.
• Reconcile projects for cost, billing, and documentation accuracy.
• Coordinate field service activities and subcontractors.
• Procure materials and coordinate deliveries.
• Review completed jobs for accuracy prior to invoicing.
• Participate in training and certification courses as required.

Skills

Analytical skills

Attention to detail

Communication

Teamwork

Organization

Time management

Multitasking

Self-motivated

Proactive

Independent work

Education

High school diploma

Tools

Microsoft Office

Access

HVACpartners

Sage

Job description

• Maintain intimate knowledge of project schedules from the Sales and Field Operations teams
• Maintain and track accurate, up-to-date project documentation
• Ensure adequate inventory levels to support project and customer needs
• Participate in internal and external training and certification courses as required by the company
• Perform additional duties as assigned by management

• Manage sales orders, purchase orders, invoices, concessions, and credits
• Reconcile projects to ensure cost, billing, and documentation accuracy
• Manage requests for subcontractor payments and approvals
• Maintain and update financial tracking spreadsheets for projects
• Conduct monthly meetings with Project Managers to complete billings and financial projections
• Manages the commercial controls warranty program

Field Coordination & Logistics:

• Ensure service requests include complete scopes of work, cost estimates, and sell prices
• Assign and dispatch qualified technicians or subcontractors according to scope and scheduling needs
• Coordinate deliveries to ensure materials arrive on schedule and in proper condition
• Procure materials for field service work and coordinate pickup with field personnel
• Review completed jobs for accuracy and completeness prior to invoicing customers
• Coordinate and process returns, warranty parts, and proof of deliveries

Critical Knowledge and Skills:

• Strong analytical skills and attention to detail
• Excellent communication, teamwork, and organizational abilities
• Proven multitasking and time-management skills under pressure
• Self-motivated, proactive, and able to work independently or collaboratively
• Proficiency in Microsoft Office; familiarity with Access, HVACpartners, and Sage is a plus

Education and Experience:

• High school diploma
• 3+ years related experience preferred

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.