Project Coordinator

SupportFinity™; Town of East Troy (WI); On-site; USD 45,000 - 60,000; Full time

Job summary

SupportFinity™ is seeking a Project Coordinator in Town of East Troy, Wisconsin, to provide administrative support linking field technicians and project managers. Responsibilities include phone coverage, tracking payments, material procurement, and document preparation.

Candidates should have 2+ years in customer service and a high school diploma; proficiency in Microsoft Office is essential. This role requires strong communication skills and a detail-oriented approach to multitasking.

Qualifications

• 2+ years of customer service experience required.
• Ability to keep personnel information strictly confidential.

Responsibilities

• Provide phone coverage and communicate between customers and vendors.
• Track payments and accounts receivable.
• Compile information for material purchases and submittals.
• Order equipment for jobs and help with job close-out documentation.

Skills

Proficient in Microsoft Office (Word and Excel)

Strong communication skills (verbal and written)

Detail-oriented with multitasking capability

Strong customer service skills

Education

High school diploma required; higher education preferred

Job description

This role of Project Coordinator will provide administrative support to the Department. The role is to be the link between the field technicians and the project manager. This role will assist with various office tasks: Permits, Submittals, Safety Talks, Data entry of job descriptions and misc. projects.

Job Responsibilities

• Provide phone coverage and communicate between customers, vendors, supervisors, project managers, and field personnel.
• Track units submitted by the field.
• Bill in the accounting system and send invoices to the customer.
• Track payments received from the GC and the owner.
• Track accounts receivable and identify underbilling.
• Enter job/job information into the accounting system.
• Compile needed information for material purchases, submittals, O&M manuals, etc. per PM request.
• Pull permits for worksites and request inspections.
• Type up proposals and service agreements as needed.
• Order equipment for jobs.
• Print plans, specifications, and other documents as needed.
• Help schedule and facilitate job take-off meetings.
• Assist with job close-out documentation.
• Maintain required records for supervisors/departments, maintain filing systems, and photocopy documents as required.
• Ensure routine work items (daily, weekly, monthly data reports or similar items) are completed timely.
• Follow up and expedite late items and perform additional assignments per direction.
• Coordinate branch meetings, banquets, and special projects as needed by the branch.
• Escalate coordination issues that cannot be resolved to the project manager.
• Communicate effectively, manage conflict, and build rapport with field employees.
• Assist with other support tasks as requested by the project team.

Requirements

• High school diploma required; higher education preferred.
• 2+ years of customer service experience required.

Project Coordinator Experience Preferred

• Proficient in Microsoft Office (Word and Excel).
• Strong communication skills, both verbal and written.
• Detail-oriented with a high capacity for multitasking.
• Strong customer service skills.
• Desire to actively contribute to a team environment.
• Positive safety attitude and personal integrity – both are non-negotiable.
• Exemplify company values.
• Competence to keep personnel information strictly confidential.
• Strong interpersonal skills; ability to interact with all levels of the company at field sites and offices, and effectively deal with vendors, customers and regulatory agencies.
• Professional and positive attitude toward responsibilities and coworkers.

MP Systems is an Equal Opportunity Employer.