Project Coordinator - Asset Recovery - CHI

Gilder Search Group; Chicago (IL); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Gilder Search Group is seeking a Project Coordinator – Asset Recovery to support planning, coordination, and documentation of asset recovery and ITAD projects. This hybrid role requires in-office presence with remote work flexibility and serves as a central point of contact among customers, operations, transportation, warehouses, and project teams.

The ideal candidate will be highly organized, detail-oriented, able to manage multiple projects simultaneously, and communicate effectively in a

Qualifications

• 2+ years of experience in project coordination, logistics, ITAD, asset recovery, warehousing, operations, or related field preferred.
• Strong organizational and project-management skills.
• Ability to manage multiple projects, customers, and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail and documentation accuracy.
• Comfortable working with spreadsheets, databases, project-management systems, and technology platforms.
• Ability to work across multiple departments and with external service partners.
• Strong problem-solving skills and ability to adapt to changing requirements.

Responsibilities

• Coordinate Asset Recovery projects from initial setup through closeout.
• Review scope, requirements, schedules, locations, equipment, transportation, and handling instructions.
• Create and maintain project schedules, task lists, and documentation.
• Coordinate activities with internal teams, transportation, warehouses, field crews, and service providers.
• Confirm resources, equipment, transportation, labor, and site requirements before activity.
• Track milestones and flag scheduling conflicts or gaps.
• Serve as day-to-day coordination contact for assigned customers and projects.
• Provide timely communication on schedules, status, documentation, and completion.
• Coordinate site contacts, access, dock schedules, and insurance certificates.
• Assist with customer meetings, updates, and reporting.
• Maintain confidentiality and strict asset handling procedures.
• Support tracking of assets, serial numbers, quantities, and disposition records.
• Maintain chain-of-custody documentation from location to disposition.
• Coordinate transportation and scheduling across multiple locations.

Skills

Project coordination

Logistics

ITAD

Documentation

Spreadsheets

Tools

PM systems

Databases

Job description

PROJECT COORDINATOR – ASSET RECOVERY

Employment Type: Full-Time

Work Arrangement: Hybrid – Office / Remote

Reports To: Asset Recovery Leadership

Position Summary

The Project Coordinator – Asset Recovery is responsible for supporting the planning, coordination, execution, and documentation of asset recovery and IT Asset Disposition (ITAD) projects.

This position serves as a central point of coordination between customers, operations, transportation providers, warehouse teams, project managers, sales, and other internal resources to ensure projects are executed accurately, securely, on schedule, and in accordance with established customer requirements.

The ideal candidate is highly organized, detail-oriented, comfortable managing multiple projects simultaneously, and able to communicate effectively in a fast-paced logistics environment. Because Asset Recovery projects frequently involve sensitive technology assets, customer data, serial-number tracking, chain-of-custody requirements, and multiple service partners, attention to detail and documentation are critical to success.

This is a hybrid position requiring regular presence in the office, combined with the flexibility to work remotely based on business needs and the established hybrid schedule.

Key Responsibilities

• Coordinate Asset Recovery projects from initial project setup through final completion and closeout.
• Review project scope, customer requirements, schedules, locations, equipment quantities, transportation requirements, and special handling instructions.
• Create and maintain project schedules, task lists, project documentation, and internal communication.
• Coordinate project activities with internal operations teams, transportation providers, warehouses, field crews, technicians, recycling partners, and other service providers.
• Confirm resources, equipment, transportation, labor, and site requirements prior to scheduled project activity.
• Track project milestones and proactively identify scheduling conflicts, missing information, or potential service issues.
• Communicate project changes and requirements to all appropriate stakeholders.

  Customer Communication

• Serve as a day-to-day coordination contact for assigned customers and projects.
• Provide professional and timely communication regarding project schedules, status, documentation, exceptions, and completion.
• Coordinate site contacts, access requirements, dock schedules, security requirements, certificates of insurance, and other customer-specific requirements.
• Assist Project Managers and Asset Recovery leadership with customer meetings, project updates, and reporting.
• Maintain a strong customer-service mindset and help ensure that commitments made to customers are successfully executed.

  Asset Tracking & Chain of Custody

• Support accurate tracking of technology assets throughout the recovery and disposition process.
• Ensure required documentation is collected and maintained throughout each project.
• Assist with tracking serial numbers, asset tags, quantities, pallet counts, shipment information, and final disposition records.
• Maintain accurate chain-of-custody documentation from customer location through transportation, processing, disposition, recycling, resale, or other approved destination.
• Identify discrepancies between expected and actual asset quantities and elevate exceptions promptly.
• Support reconciliation of project records and final asset reporting.

  Logistics & Transportation Coordination

• Schedule and coordinate transportation required for Asset Recovery projects.
• Confirm vehicle requirements, pickup and delivery appointments, site restrictions, loading requirements, and special handling needs.
• Communicate shipment requirements to transportation partners and field operations.
• Track shipments and project activity through completion.
• Assist with resolving delays, missed appointments, damaged assets, documentation discrepancies, or other transportation exceptions.
• Coordinate multiple locations and shipments when projects involve regional or national deployments.

  Documentation & Compliance

• Maintain complete and accurate electronic project files.
• Ensure required documentation is received, including bills of lading, chain-of-custody records, asset inventories, photographs, manifests, certificates, and other project-specific documentation.
• Follow established Asset Recovery procedures related to information security, data-bearing equipment, customer confidentiality, and asset handling.
• Support compliance with customer-specific requirements and applicable company policies and procedures.
• Assist with preparation of project closeout documentation and customer reporting.
• Maintain confidentiality regarding customer information, technology assets, and sensitive project information.

  Financial & Administrative Support

• Assist with reviewing project costs and supporting documentation.
• Collect and organize vendor invoices, transportation charges, labor documentation, and other project expenses.
• Assist Project Managers with comparing estimated project costs to actual project costs.
• Identify unexpected charges or scope changes for review.
• Support accurate and timely project billing by ensuring required documentation is complete.
• Assist with purchase orders, work orders, vendor documentation, and other administrative project requirements.

  Cross-Functional Coordination

• Work closely with Asset Recovery leadership, Project Managers, Sales, Operations, Transportation Management, Sourcing, Accounting, IT, and other internal departments.
• Participate in project kickoff meetings and operational planning calls.
• Escalate potential customer, operational, financial, security, or scheduling issues before they impact project performance.
• Support continuous improvement initiatives designed to improve Asset Recovery processes, documentation, customer communication, and project profitability.

Qualifications

Required

• 2+ years of experience in project coordination, logistics, transportation, ITAD, asset recovery, warehousing, operations, or a related field preferred.
• Strong organizational and project-management skills.
• Ability to manage multiple projects, customers, and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail and documentation accuracy.
• Comfortable working with spreadsheets, databases, project-management systems, and technology platforms.
• Ability to work effectively across multiple departments and with external service partners.
• Strong problem-solving skills and ability to respond quickly to changing project requirements.
• Ability to work independently while also functioning effectively within a team environment.

Preferred

• Experience with IT Asset Disposition (ITAD), electronics recycling, asset recovery, reverse logistics, or technology lifecycle services.
• Experience with chain-of-custody processes and serial-number-level asset tracking.
• Experience coordinating transportation, field service, warehousing, or multi-location logistics projects.
• Familiarity with data security and information-security requirements associated with technology assets.
• Experience working with enterprise customers and complex project environments.

Core Competencies

• Organization – Maintains control of multiple projects, deadlines, and documentation requirements.
• Attention to Detail – Recognizes that small documentation errors can create significant operational or customer issues.
• Accountability – Takes ownership of assigned projects and follows activities through completion.
• Communication – Provides clear, timely, and professional communication internally and externally.
• Problem Solving – Identifies issues early and works collaboratively to develop solutions.
• Sense of Urgency – Understands the importance of schedules and responds quickly when circumstances change.
• Customer Focus – Approaches every project with the goal of delivering an exceptional customer experience.
• Teamwork – Works effectively across departments and recognizes that successful project execution requires collaboration.
• Continuous Improvement – Looks for opportunities to improve processes, efficiency, documentation, and customer experience.

Performance Expectations

• On-time project execution
• Accuracy and completeness of project documentation
• Chain-of-custody accuracy
• Customer satisfaction
• Timeliness of customer and internal communication
• Project closeout cycle time
• Accuracy of asset reconciliation
• Reduction of project exceptions and preventable errors
• Timely identification and escalation of project risks
• Support of project profitability and cost control

Work Environment

This position operates under a hybrid work model, with regular in-office attendance required to support collaboration with the Asset Recovery, Operations, Sales, Transportation, and Accounting teams.

Remote work is available according to the established department schedule and business requirements. The position may occasionally require schedule flexibility to support customer projects, transportation activity, or project issues occurring outside normal business hours.

Limited travel to customer sites, warehouses, or project locations may be required based on business needs.

Our Expectations

Asset Recovery requires a high degree of trust, accuracy, and accountability. Customers rely on the organization to manage valuable technology assets and sensitive information throughout the recovery process.

The Project Coordinator plays an important role in protecting that trust by ensuring every project is organized, documented, communicated, tracked, and completed correctly from beginning to end.