Project Coordinator, Mechanical

Paylocity; Port Washington (WI); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401(k) Matching

Profit Sharing

Paid Time Off

9 Paid Holidays

Identity Theft Protection

Life Insurance

Short-Term Disability

Long-Term Disability

Job summary

Hooper, a Wisconsin-based contractor, seeks an experienced administrator to support field operations in Port Washington. The role requires daily onsite presence and close collaboration with project managers on bids, invoices, payroll, and document control.

With a strong focus on accuracy and organizational skills, you will manage multiple priorities, prepare letters and reports, and ensure concurrent workflows.

Qualifications

• Preferred 2-year associate's degree in business.
• Minimum of 5 years prior administrative experience.
• Highly organized with ability to manage multiple priorities and meet deadlines in a fast-paced construction project environment.
• Strong written and oral communication skills; attention to detail and problem-solving.
• Proficient with Excel and Word; good word processing skills and accuracy.

Responsibilities

• Assist project managers with letters, purchase orders, subcontracts, bids, proposals, transmittals, permit/inspection requests, pre-qualifications, bonds, licensing, start-up manuals, copying, scanning, phone calls and emails.
• Assist with project setup and close-out including job numbers, certificate of insurance requests, submittals, and O&M requirements.
• Verify and approve invoices from vendors; process and email invoices for project managers.
• Assist with payroll entry weekly.
• Edit letters, memos, reports and procedures from rough drafts for grammar and clarity.
• Run open subcontract/purchase order reports and distribute to project managers.
• Keep prints up-to-date and procure/return plans for bids.
• Educate co-workers on best practices and processes; assist with leveraging AI-powered tools to streamline workflows.

Skills

Administrative experience

Office coordination

Data entry

Education

Associate's degree in business

Tools

Excel

Word

Job description

Description

Since 1913, Hooper has grown into a well-respected electric power and mechanical contractor, headquartered in Wisconsin with offices in Colorado, Florida, and Ohio. Serving commercial and residential clients, Hooper delivers expert services built on safety, outstanding craftsmanship, respectful collaboration, and community engagement. We foster a culture of collaboration, integrity, and growth. Joining Hooper means joining a century-strong legacy of excellence and people-first values. Hooper also provides competitive compensation and many supportive benefits including Health, Dental, and Vision Insurance, Matching 401(k) plan, Profit Sharing, Paid Time Off (PTO), 9 paid holidays, Identity Theft Protection, Life Insurance, as well as Short-Term and Long-Term Disability coverage.

General Summary:

This role supports field operations and is based in the project job trailer at the Port Washington construction site. Daily onsite presence is required.

Principal Accountabilities:

• Assists project managers with letters, purchase orders, subcontracts, bids, proposals, transmittals, permit/inspection requests, pre-qualifications, bonds, licensing, start-up manuals, copying, scanning, phone calls and e-mails.
• Assist project managers with project set up and close out including assigning job numbers, certificate of insurance requests, determine submittals and O&M requirements and fill out submittal schedule to start submittal process.
• Verify & approve invoices from vendors for project managers.
• Process & email invoices for project managers.
• Assist with payroll entry weekly.
• Composes and edits letters, memos, reports, procedures, etc. often from rough drafts ensuring correct grammar, punctuation and spelling.
• Run open subcontract/purchase order reports & distribute to project managers.
• Assist in keeping prints up-to-date.
• Procures and returns plans for bid as directed.
• Assist with educating co-workers on best practices and processes.
• Performs other duties assigned by supervisor and project managers.
• Leverage approved AI-powered tools and technologies to streamline workflows, support data analysis, and enhance decision-making within the accounting function

Requirements

Knowledge, Skills and Abilities Required:

• Preferred 2-year associate's degree in business.
• Minimum of 5 years prior administrative experience.
• Must be highly organized with the ability to manage multiple priorities, maintain accurate records, and meet deadlines in a fast-paced construction project environment.
• Strong written and oral communication skills required. Attention to details and ability to problem solve.
• Proficient with Excel and Word; requires good word processing skills and accuracy.
• Requires a comprehensive understanding of the Company's organizational structure and mechanical terminology.
• Requires courteous, professional and diplomatic behavior when interacting with internal and external contacts.

Description of physical working environment:

• Normal office environment. Routinely works from a sitting position with a computer. Repetitive typing and computer use required. Regular bending, twisting, and light lifting is common.

Hooper is an equal opportunity/affirmative action employer. This company considers candidates regardless of age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state, or federal law.