Project Coordinator - Enterprise

Kastle Systems International, LLC; West Falls Church (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

Kastle Systems International, LLC is seeking a Project Support Coordinator to provide internal support to Project Managers and department leaders. The role involves coordinating small system additions, preparing installation packages, and ensuring customer expectations are exceeded.

The position requires strong organizational and communication skills, attention to detail, and the ability to partner with multiple Kastle departments. Travel may be required; a valid driver’s license is preferred.

Qualifications

• 1–2 years in an administrative or customer-support role.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and CRM systems.

Responsibilities

• Coordinate small system additions with clients and installation managers.
• Create installation packages for project managers and technicians.
• Provide EPL support and push parts/labor to projects in AX.
• Create and receive POs and review contracts in the CRM system.
• Prepare post-installation packages and verify system programming.
• Respond to client and PM inquiries to drive satisfaction.

Skills

Administrative support

Customer support

Microsoft Office

Communication

Organization

Tools

CRM system

Microsoft Office

Job description

Overview

Join the leader in providing smarter solutions for a safer world.

The Project Support Coordinator is an internally based position responsible for providing internal support to field deployed Kastle Project Managers and other Department Leaders. The position is also responsible for providing customer support that consistently exceeds customer expectations. Specific job responsibilities include: update system floor plans, and perform other administrative functions essential to the successful installation of access control, security and video systems that exceeds customer’s expectations.

Responsibilities

• Coordinate small system additions directly with the client, working with the installation manager for manpower
• Create installation packages for the project managers/technicians
• Provide EPL support (definition of readers in the NED) for project managers and technicians
• Push parts and labor to projects in AX
• Create and receive PO’s
• Review and Process Contracts into CRM system – be able to identify if the contract package is not complete and communicate with Contract coordinator and supervisors accordingly
• Review field technician packages to ensure accuracy, and, prepare and process so that relevant hardware information is uploaded into system support databases
• Oversee permit submission and approvals for remote projects
• Initiate and track monthly billings
• Prepare post installation packages for customer review -
• Verify system programming
• Run post installation system activity reports to ensure proper system functionality and initiate corrective actions
• Prepare backlog and billing reports
• Respond to customer and PM calls and emails on a timely basis and fulfill their requests to drive customer and PM satisfaction
• Develop and maintain excellent rapport through constant phone or email communication with the Project Managers, Project Management leadership, and Installation Staff
• Solicit customer feedback regarding the operational effectiveness of services and the system
• Assist Project Managers with security system training as needed
• Coordinate with the appropriate Kastle department to ensure that system installations are completed to the client's satisfaction
• Communicate with different Kastle departments to resolve problems
• Provide complete responses to the client regarding problem resolution
• Generate and analyze security reports for the client
• Work with International Partners to navigate shipping nuances, import/export regulations, and ensure smooth operations in different countries.
• Billing of all 3rd party systems, including intercoms, ensuring accuracy and timely processing.
• Identify opportunities for process enhancements to improve efficiency
• Other duties as assigned by supervisors

Qualifications

• One to Two years experience in a position providing successful administrative support and/or customer support.
• Excellent writing and verbal skills.
• Clear speaking voice and excellent telephone manner.
• Excellent organizational skills.
• Desire to provide excellent customer assistance and demonstrate initiative.
• Ability to interface and communicate with clients and co‑workers in a clear and professional manner.
• Proficiency in Microsoft Office. Good typing skills and capable of operating a standard computer terminal and keyboard.
• Available to work long hours as needed to complete required responsibilities.
• Ability to work well under pressure.
• Neat, professional appearance.
• Must possess a valid driver's license, satisfactory driving record, and a car. It will be an ongoing requirement of the position that a valid driver's license be maintained, that their driving record satisfy Kastle standards (see handbook), and that required insurance, as determined by Kastle, be maintained at all times.
• No history of criminal convictions. Must pass a pre-employment drug screening and must be at least 18 years of age to apply.
• Must be a U.S. citizen.
• Travel may be required

Company Overview

Kastle Systems is the leader in managed security, with a track record of introducing innovative technologies to serve over 460M square feet of real estate globally. Clients span the commercial and multifamily real estate, education, and construction industries and the customers they serve. With delivering a world class customer experience driving everything we do, Kastle’s mission is to be our customers’ best service provider and to make their security the most effective, efficient, and convenient it can be. Kastle's integrated security solution, including access control, video, and remote video monitoring, significantly reduces costs and improves the critically important 24x7 performance for building owners, developers and tenants.

Equal Opportunity Statement

At Kastle, we believe that diversity makes us stronger - at work and in the world. Kastle Systems International, LLC is an Equal Opportunity / Aff…