Project Management Coordinator

Hopenn; Medford (NY); On-site; USD 41,000 - 52,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

401(k) with company match

Holidays & PTO

Company laptop & cell phone

Bonus: 5%

Job summary

H.O. Penn Machinery is seeking a detail-oriented Project Management Coordinator in Medford, NY to support Power Systems Project Managers.

This role focuses on coordinating documentation, vendor deliverables, and operational support to ensure projects are delivered on time, within budget, and with high accuracy. Responsibilities include preparing submittals, monitoring costs, and maintaining communications across internal teams and vendors.

Qualifications

• Experience in project coordination or administrative support.
• Strong communication and organizational skills.
• Ability to manage multiple priorities under deadlines.
• High attention to detail with documentation and data accuracy.
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams).
• Experience supporting Project Managers or multi-phase projects preferred.
• Exposure to electrical equipment or power systems a plus.

Responsibilities

• Support Project Managers to deliver projects on time and within budget.
• Prepare and manage submittals, project documentation, and closeout materials.
• Coordinate vendor deliverables and procurement tracking.
• Monitor costs and assist budget management.
• Collaborate with vendors and internal teams on schedules and resources.
• Track progress and provide status updates to stakeholders.
• Attend meetings and document discussions and actions.
• Coordinate with internal departments to support execution and documentation.

Skills

Project coordination

Administrative support

Documentation management

Communication skills

Organizational skills

Attention to detail

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Regular Full-Time Medford, NY, US

Salary Range: $30.00 To $38.00 Hourly

H.O. Penn Machinery
Project Management Coordinator
Medford, NY

We are seeking a detail-oriented Coordinator to support our Power Systems Project Managers in delivering projects on time, within budget, and with high accuracy. This role plays a key part in coordinating project documentation, vendor deliverables, and operational support activities.

Pay: $30-$38/hour (dependent on experience)

Bonus:5% bonus potential

Benefits:

• Medical/dental/vision insurance
• 401(k) with company match
• Holidays & competitive PTO
• Company laptop & cell phone
• Strong experience in project coordination, administrative support, or a related field required, (preference for experience working with documentation such as submittals, change-orders, close-outs, RFI’s, etc.)
• Strong communication and organizational skills
• Ability to manage multiple priorities in a deadline-driven environment
• High attention to detail, especially with documentation and data accuracy
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams)
• Experience supporting Project Managers or working on multi-phase projects preferred
• Exposure to electrical equipment, power systems, or similar technical industries is a plus

Key Responsibilities:

• Support Project Managers in the successful delivery of projects on time, within budget, and with a high level of accuracy
• Assist in the preparation and management of submittals, project documentation, and closeout materials
• Coordinate vendor deliverables, including procurement, tracking, and on-time delivery of materials
• Monitor project costs and support budget management to ensure profitability and timely project closeout
• Partner with vendors and internal service teams to coordinate schedules, resources, and service-related activities
• Track project progress and provide regular status updates and detailed reports to stakeholders
• Attend project meetings, document key discussions and action items, and communicate updates to relevant teams
• Collaborate with internal departments (service, accounting, insurance, etc.) to support project execution and documentation needs

Qualifications

• Strong experience in project coordination, administrative support, or a related field required, (preference for experience working with documentation such as submittals, change-orders, close-outs, RFI’s, etc.)
• Strong communication and organizational skills
• Ability to manage multiple priorities in a deadline-driven environment
• High attention to detail, especially with documentation and data accuracy
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams)
• Experience supporting Project Managers or working on multi-phase projects preferred
• Exposure to electrical equipment, power systems, or similar technical industries is a plus

Physical Requirements:

• Standing and/or sitting for prolonged periods of time
• Hand coordination (typing and writing)
• Occasional forward bending and reaching
• Occasional walking and climbing stairs
• Carrying (up to 20lbs.)

Reasonable accommodations made as needed.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, national origin, ancestry, age, marital status, citizenship, sexual orientation, gender or gender status, disability, genetic information, otherwise qualified disabled or veteran status, or any other protected class as designated by Federal, State and/or local law.