Project Coordinator

APIC Solutions; Tempe (AZ); On-site; USD 52,000 - 64,000; Full time

Job summary

APIC Solutions is seeking an organized Project Coordinator for Tempe, AZ to support project and program management activities. You will handle weekly financial reporting, contract management, project documentation, and administrative duties, collaborating with project managers, accounting, and customers to keep projects compliant and on track.

You will open jobs in Spectrum, manage budgets, invoices, records, and reporting, ensuring timely, accurate data and smooth coordination across teams.

Qualifications

• High school diploma or GED required.
• Significant contract or administrative experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Preferred: Bachelor's degree; experience in construction, fire protection, or billing/contract administration; familiarity with Spectrum.

Responsibilities

• Open all jobs and work orders in Spectrum and set up new customers and job folders.
• Review contracts and subcontracts for admin requirements and documentation.
• Set up budgets and enter budget data into the accounting program.
• Enter invoices, receipts, charges, and other costs into Spectrum with accuracy.
• Maintain WIP logs and coordinate with managers for completion.
• Prepare prime/subcontract submittals and copies of materials used on jobs.
• Submit required material/equipment copies to primes or state agencies and track approvals.
• Assemble project closeout documents (O&Ms, shop drawings, tests).
• Prepare contract compliance and management reports with accuracy and timeliness.
• Maintain project files and records; administer records management program.
• Prepare project billings and send invoices to customers from managers' data.
• Prepare and track purchase orders, invoices, and related forms; maintain PO roster.
• Prepare and track bond requests.
• Resolve payment issues with customers.
• Administer job costing and cost-to-complete meetings with managers.
• Track change orders and coordinate meetings between managers and APIC teams.
• Record meeting notes and maintain Outlook calendar; coordinate meetings with other APIC teams.
• Assist in resolving customer questions; send service surveys and represent APIC at meetings.

Skills

Contract administration

Administrative coordination

MS Office

Education

High school diploma or GED

Bachelor's degree

Tools

Spectrum

Job description

About APIC

At APIC Solutions, we’re building better solutions for tomorrow and a team that makes them possible.

Brief Description

Project Coordinator

Location

Tempe, AZ | On-Site | Full-Time

About APIC

From electrical construction and low-voltage infrastructure to integrated security and life safety systems, our work helps organizations operate safely and effectively. We serve industries including healthcare, education, government, data centers, gaming, corrections and new construction, bringing technical expertise and practical problem-solving to every project.

Behind every solution are people who take pride in their craft. Whether you work in the field, manage projects, or support our operations, your contributions matter. We value teamwork, initiative, and a commitment to doing the job with excellence—and we’re looking for people who want to grow with us.

Join APIC Solutions and help build what comes next

Job Summary

APIC Solutions is seeking an organized, detail-oriented Project Coordinator to join our team in Tempe, AZ. In this role, you will support the full range of project and program management activities, including weekly financial reporting, contract management, project documentation, and administrative duties. You will work closely with project managers, accounting, and customers to keep every project accurate, compliant, and on track.

What You’ll Do

• Open all jobs and work orders in Spectrum, including setting up new customers and job folders
• Review contracts and subcontracts for contract administration, communication, and documentation requirements
• Set up budgets using information provided by managers and enter budget data into the accounting program
• Enter invoices, receipts, charges, and other costs into Spectrum, ensuring timely input and quality of data entry and verification
• Maintain WIP logs and coordinate with managers for completion
• Complete prime and subcontract submittals, both electronic and manual, including making the required copies of materials used on jobs
• Submit required copies of material and equipment to primes or state agencies for approval, and track all approvals and rejections
• Assemble project closeout documents such as O&Ms, shop drawings, and test reports
• Prepare required contract compliance reports and management reports, ensuring accuracy and timeliness
• Maintain project files and records, and administer the records management program for filing, protection, and retrieval of records
• Prepare project billings, and create and send invoices to customers using information provided by managers
• Prepare and submit purchase orders, invoices, and related forms, and maintain the purchase order roster and invoice records
• Prepare and track bond requests
• Resolve payment issues with customers
• Administer job costing and cost-to-complete meetings with managers and accounting
• Track change orders
• Coordinate and schedule meetings between managers and other APIC teams, prepare for and record meetings, and maintain the Outlook calendar
• Assist in resolving customer complaints, answer customer questions regarding policies and procedures, and send customer service surveys
• Represent APIC at meetings and conferences
• Implement corporate and departmental policies, procedures, and service standards in conjunction with management
• Complete weekly payroll for field employees, ensuring accuracy, including journeyman to apprentice ratios, and track missed punch forms
• Perform other related duties as assigned

Requirements

What You Will Need to Succeed

Required Qualifications

• High school diploma or GED
• Significant prior contract or administrative experience, performed at a responsible level of organization and coordination
• Computer proficiency, including the Microsoft Office Suite

Preferred Qualifications

• Bachelor's degree
• Experience in construction, fire protection, or a billing or contract administration environment
• Familiarity with job costing, contract billing, or construction accounting software, such as Spectrum

Knowledge, Skills, And Abilities

• Strong oral and written communication skills
• Good judgment, tact, and diplomacy in all customer dealings, with the ability to negotiate win‑win outcomes
• Ability to build and maintain good working relationships with employees and customers
• Strong attention to detail, with a commitment to accuracy in data entry, reporting, billing, and payroll
• Ability to organize and manage multiple administrative and financial tasks and meet recurring weekly deadlines

Physical Requirements

• Ability to work on‑site in an office environment, sitting for prolonged periods at a workstation
• Ability to occasionally lift or move standard office materials

Summary

Why Join APIC

• Join a collaborative, growing construction services organization with multiple facility locations
• Work with a supportive team committed to your professional development and success
• Access to comprehensive APIC Solutions benefit package

Equal Employment Opportunity Statement

APIC Solutions Inc. is an Equal Opportunity employer. APIC Solutions 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.