Project Coordinator: Cross-Functional Liaison & Documentation

Ayr Energy, Inc.; Mountain View (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Ayr Energy, Inc. is seeking a Project Coordinator to bridge Sales/Commercial and Project Execution.

You will capture and communicate changes, organize purchase orders, change orders, drawings, submittals, and correspondence to keep stakeholders aligned from PO to delivery. You will track milestones, payment terms, and invoicing timelines, flag deviations, and support quotes and customer-facing materials in collaboration with Project Management.

Qualifications

• 2+ years of experience in project coordination, account management, contracts administration, customer relations or a similar commercial/project support role.
• Bachelor's degree in Business, Engineering, Supply Chain, or a related field, or equivalent practical experience.
• Exceptional organizational skills and attention to detail; comfortable managing multiple projects and documentation streams across multiple teams simultaneously.
• Strong written and verbal communication skills, with the ability to translate between commercial and technical stakeholders.
• Proficiency in Microsoft Excel and Word; experience with SharePoint, ERP, or project tracking systems is a plus.
• A proactive, detail-oriented mindset.
• Experience in manufacturing, energy, construction, or EPC environments is a plus but not required.

Responsibilities

• Serve as the day-to-day liaison between the Sales/Commercial team and Project Execution (engineering, manufacturing, logistics), ensuring information flows accurately in both directions.
• Capture, document, and communicate all project changes (technical revisions, schedule shifts, scope changes, and commercial impacts) to the appropriate internal and external stakeholders.
• Maintain organized, audit-ready project files: purchase orders, change orders, drawing revisions, submittals, and correspondence.
• Track project milestones, payment terms, and invoicing timelines; flag deviations and follow up to keep projects on schedule.
• Support preparation of quotes, change order documentation, and other customer-facing materials in coordination with Project Management.
• Respond to and document customer requests, questions, and change orders
• Maintain a clear, chronological record of project status and decisions so that any team member (or customer) can quickly understand where a project stands and why.
• Coordinate with engineering, manufacturing, and logistics teams to confirm documentation requirements are met at each project stage.
• Identify and escape discrepancies, delays, or miscommunications between commercial commitments and execution realities.

Skills

Project coordination

Account management

Contracts administration

Customer relations

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft Word

SharePoint

ERP

Project tracking systems

Job description

Ayr Energy, Inc. is seeking a Project Coordinator to bridge Sales/Commercial and Project Execution.

You will capture and communicate changes, organize purchase orders, change orders, drawings, submittals, and correspondence to keep stakeholders aligned from PO to delivery. You will track milestones, payment terms, and invoicing timelines, flag deviations, and support quotes and customer-facing materials in collaboration with Project Management.