Project Coordinator

Ring & DuChateau, LLP | Consulting Engineers; Town of Brookfield (WI); On-site; USD 52,000 - 70,000; Full time

Job summary

Ring & DuChateau, LLP is seeking a Project Coordinator to support the HVAC/Utilities team with project coordination and administrative duties in a professional services environment.

The successful candidate will organize documents, help with project setup and closeout, and maintain information flow across project teams, clients, and contractors, ensuring timely, accurate communications and deliverables.

Qualifications

• Associate degree or equivalent experience preferred.
• Experience in project coordination, administration, or support in a professional services environment preferred.
• Experience in architecture, engineering, construction, or consulting is a plus.
• Strong organization and time-management skills with ability to manage multiple priorities and deadlines.
• Attention to detail and commitment to high-quality work.
• Strong written and verbal communication skills.

Responsibilities

• Provide day-to-day project coordination and administrative support to Project Managers and project teams.
• Assist with project setup, organization, and closeout activities.
• Maintain project information, files, documentation, and other project-related resources.
• Coordinate project documentation to ensure materials are complete, accurate, and available to the team.
• Prepare, format, assemble, and distribute project correspondence, reports, and meeting materials.
• Coordinate meetings, scheduling, materials and follow-up items.
• Track project deadlines, deliverables, and action items.
• Support project billing and financial administration by coordinating information requested by Project Managers and Accounting.
• Identify missing information and upcoming deadlines; proactively follow up with stakeholders.

Skills

Organizational skills

Time management

Communication skills

Detail oriented

Team player

Proactive

Confidentiality

Education

Associate degree or equivalent experience

Tools

Microsoft Office

Microsoft Teams

Deltek Vantagepoint

Job description

Ring & DuChateau, LLP is a well-established MEP engineering design firm with more than 100 professionals providing HVAC, utilities, plumbing, fire protection, electrical, lighting, technology, and commissioning services. We are seeking a Project Coordinator to provide project and administrative support to our HVAC / Utilities team and help keep projects organized and moving forward.

This individual will play a key role in coordinating project activities, maintaining project information and documentation, supporting project setup and closeout, and assisting project managers and technical staff with the day-to-day coordination necessary for successful project delivery.

The ideal candidate is organized, dependable, proactive, and detail-oriented, with strong communication skills and the ability to manage multiple priorities and deadlines. This individual enjoys supporting others, follows through on commitments, and takes pride in helping teams work efficiently and provide a high level of service to our clients.

IN THIS ROLE, YOU WILL

• Provide day-to-day project coordination and administrative support to Project Managers and project teams.
• Assist with project setup, organization, and closeout activities.
• Maintain project information, files, documentation, and other project-related resources.
• Coordinate project documentation and information to help ensure materials are complete, accurate, organized, and available to the appropriate team members.
• Assist with preparing, formatting, assembling, and distributing project correspondence, reports, meeting materials, and other documents.
• Coordinate meetings, including scheduling, preparing materials, and assisting with meeting documentation and follow-up items as needed.
• Help track project deadlines, deliverables, action items, and other project-related activities.
• Support Project Managers with routine project administration and follow-up to help keep projects moving forward.
• Assist with communication and coordination among internal project team members and, as appropriate, clients, consultants, contractors, and other project partners.
• Support project-related data entry and maintenance within the firm's project management and business systems.
• Assist with project billing and financial administration by coordinating information and documentation requested by Project Managers and Accounting.
• Help maintain consistency in project processes, documentation, and administrative practices.
• Identify missing information, upcoming deadlines, or coordination needs and proactively follow up with the appropriate individuals.
• Provide administrative and project coordination support to other teams across the firm as business needs arise.
• Assist with special projects and other responsibilities that support the successful operation of the firm.

WHAT YOU BRING

• Associate degree in business administration, communications, construction management, project management, or a related field preferred; equivalent relevant experience will also be considered.
• Previous experience in project coordination, project administration, or administrative support within a professional services environment preferred.
• Experience in architecture, engineering, construction, or consulting environment is a plus.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and commitment to producing accurate, high-quality work.
• Strong written and verbal communication skills.
• Ability to work effectively with Project Managers, technical professionals, administrative teams, and external contacts.
• Strong follow-through and the ability to anticipate needs and take initiative.
• Ability to work independently while also contributing as part of a collaborative team.
• Sound judgment and professionalism when handling confidential or sensitive information.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with Deltek Vantagepoint or a similar project management/ERP system is a plus.