Project Coordinator & Dispatch Lead – Scheduling & Docs

GeoTek, Inc.; Meridian (ID); On-site; USD 42,000 - 46,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401(k) with Company Match

Paid Time Off (PTO)

Paid Holidays

Job summary

GeoTek, Inc. is seeking a Project Coordinator/Dispatch & Document Control Lead for our Meridian office. You will coordinate inspections, manage project documents, track project information, and assist with billing and administrative tasks for large industrial projects.

The role requires strong organization, communication, and multitasking skills in a fast-paced office environment. Bachelor's degree or 4+ years in the field is preferred; Ajera experience is a plus.

Qualifications

• Bachelor’s degree in business administration, accounting, finance, or a related field; or a minimum of 4 years of experience (engineering industry experience preferred).
• Strong experience with Microsoft Office applications (Outlook, Excel, Word).
• Ability to learn new software systems quickly.
• Clear verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Basic understanding of accounting, billing, or financial processes is preferred.
• Experience with project-based accounting or Ajera is a plus but not required.

Responsibilities

• Coordinate high-volume inspection scheduling and maintain regular communication with clients, contractors, project managers, and technical staff to support infrastructure and major industrial projects.
• Utilize accounting systems, project management software, and Microsoft Office applications to track and maintain project data, documentation, labor hours, invoices, reports, and related records.
• Create, organize, maintain, and distribute project files, reports, and administrative documentation in accordance with company policies, client requirements, and established procedures.
• Coordinate and support billing activities by preparing invoices, reviewing project information for accuracy, monitoring project budgets and contractual requirements, and assisting with collections efforts when needed.
• Process client payments by recording, depositing, and accurately applying funds to corresponding invoices within company accounting systems.
• Serve as a point of contact for clients on billing-related matters, ensuring responsive, professional communication to resolve inquiries and support client satisfaction.
• Perform quality control reviews of project documentation, reports, and billing packages to ensure accuracy, completeness, and compliance with company and client requirements.
• Identify opportunities to improve administrative, scheduling, billing, and project support processes while providing general support to project managers and accounting personnel.

Skills

Excellent communication

Strong organizational skills

Multitasking

Detail oriented

Adaptable learner

Education

Bachelor’s degree or 4+ years experience

Business/Accounting/Finance related field

Tools

Microsoft Office

Ajera

Job description

GeoTek, Inc. is seeking a Project Coordinator/Dispatch & Document Control Lead for our Meridian office. You will coordinate inspections, manage project documents, track project information, and assist with billing and administrative tasks for large industrial projects.

The role requires strong organization, communication, and multitasking skills in a fast-paced office environment. Bachelor's degree or 4+ years in the field is preferred; Ajera experience is a plus.