Project Support Coordinator

Level Crane Systems; Irvine (CA); On-site; USD 34,000 - 48,000; Full time

Job summary

Level Crane Systems is seeking an Admin and Project Support Specialist to keep day-to-day operations running smoothly. You will coordinate a portfolio of roughly 20 active projects, handle order entry, manage insurance and compliance documentation, provide general office support, and make sure inbound leads reach the sales team quickly.

This person is the organizational hub between the office, operations, the sales team, customers, and outside vendors. This is a support and coordination role.

Qualifications

• Bachelor's degree required, preferably in Business, Business Administration, Operations Management, Marketing, or a related field.
• 2+ years of experience in administrative support, office coordination, order entry, or project coordination.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, priorities, and deadlines at once.
• Proficiency with Microsoft Office and Google Workspace.
• Experience with CRM software.

Responsibilities

• Maintain project boards, schedules, and task lists for ~20 active projects.
• Schedule trucking, crane rentals, lifts, and other equipment.
• Coordinate project dates among customers, field crews, vendors, and the sales team.
• Track milestones, deliveries, and documentation; flag delays to the Operations Manager.
• Gather and organize project paperwork including submittals, site access requirements, safety documents, and sign-offs.
• Send weekly project status updates to internal stakeholders.
• Follow up with customers after project completion to request testimonials and identify repeat business.

Skills

Organizational skills

CRM software

Microsoft Office

Google Workspace

Communication skills

Experience in administrative support

Education

Bachelor's degree in Business Administration

Tools

CRM software

ERP software

Project management software

Job description

Company: Level Crane Systems Reports to: Operations Manager Employment type: Full-time, in-office Pay range: $25 - $35 per hour, depending on experience.

Position Summary

The Admin and Project Support Specialist keeps day-to-day operations at Level Crane Systems running smoothly. The role coordinates a portfolio of roughly 20 active projects, handles order entry, manages insurance and compliance documentation, provides general office support, and makes sure inbound leads reach the sales team quickly.

This person is the organizational hub between the office, operations, the sales team, customers, and outside vendors. This is a support and coordination role. It does not include outbound prospecting, quoting, or marketing strategy.

Responsibilities Project Coordination

• Maintain project boards, schedules, and task lists in the company's project management system for approximately 20 active projects.
• Schedule trucking, crane rentals, lifts, and other equipment needed for deliveries and installations.
• Coordinate project dates among customers, field crews, vendors, and the sales team.
• Track project milestones, material deliveries, and documentation, and flag delays or issues to the Operations Manager.
• Gather and organize project paperwork, including submittals, site access requirements, safety documents, and completion sign-offs.
• Send weekly project status updates to internal stakeholders.
• Follow up with customers after project completion to request testimonials and identify repeat business, and hand any opportunities to sales.

General Administrative & Office Support

• Answer and direct incoming phone calls professionally.
• Order and track office supplies through the company's online purchasing account.
• Schedule internal meetings, take notes, and distribute action items.
• Support new-employee onboarding by managing onboarding checklists and preparing workstations and accounts.
• Update company email signatures, contact lists, and shared files.
• Maintain organized digital filing systems for customer, project, and company records.

Order Entry & Order Support

• Enter 5-10 customer orders per week accurately in the company's ERP system, including pricing, part numbers, shipping details, and customer information, based on quotes prepared by sales.
• Make sure customer and contact records stay synchronized between the CRM and ERP systems.
• Confirm orders with customers and send order acknowledgments.
• Coordinate with operations and purchasing so orders are released and fulfilled on schedule.
• Track open orders and follow up on missing information, deposits, or approvals.

Insurance & Compliance Documentation

• Request and track Certificates of Insurance (COIs) from the company's insurance broker for customer projects and job sites.
• Collect and maintain COIs from vendors and subcontractors, and track expiration dates.
• Respond to customer insurance, vendor-onboarding, and prequalification requests.
• Coordinate with the insurance broker on policy renewals for general liability, auto/fleet, workers' compensation, and other business policies.
• Gather payroll, revenue, and vehicle information for insurance audits.
• Prepare and track claims paperwork and maintain the vehicle and equipment insurance schedule.
• Maintain a calendar of policy renewal and expiration dates.

Lead Management & CRM Support

• Monitor inbound leads from the website, phone, email, and LinkedIn, and log them in the CRM.
• Gather basic project information, such as location, equipment type, timeline, and contact details, and route leads to the appropriate sales representative.
• Keep contact, company, and deal records in the CRM accurate and current.
• Monitor CRM automations and notifications, and report issues to the system owner.
• Run basic pipeline and lead reports as requested.

LinkedIn & Campaign Monitoring

• Monitor the company LinkedIn account and automated outreach campaigns for responses and inquiries.
• Log responses in the CRM and route qualified inquiries to sales.
• Post pre-approved content or company updates as directed.
• Keep company listings on supplier directories accurate and current.
• Manage LinkedIn connection requests and reply to messages using approved templates.
• Maintain outreach prospect lists and campaign sequences as directed by sales.

Qualifications

• Bachelor's degree required, preferably in Business, Business Administration, Operations Management, Marketing, or a related field.
• 2+ years of experience in administrative support, office coordination, order entry, or project coordination.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, priorities, and deadlines at once.
• Proficiency with Microsoft Office and Google Workspace.
• Experience with CRM software.
• Professional phone manner and clear written communication.

Preferred Experience

• Experience with ERP software.
• Experience with project management software.
• Experience coordinating trucking, logistics, or field service scheduling.
• Familiarity with Certificates of Insurance, commercial insurance renewals, and vendor compliance.
• Experience in industrial, manufacturing, construction, or material handling environments.