Senior Project Coordinator - Admin & Scheduling

Ultimate Staffing; Poway (CA); On-site; USD 39,950 - 45,460; Full time

Job summary

Ultimate Staffing is seeking an experienced Project Coordinator to support leadership with high-level administrative tasks and ensure smooth project execution. The role requires detail-orientation, proactivity, and the ability to manage multiple priorities.

You will coordinate calendars, meetings, timelines, and project setup, while serving as a liaison among customers, office staff, vendors, field teams, and management. Proficiency in Microsoft Office and ServiceTitan is preferred.

Qualifications

• 5+ years of administrative or project coordination experience.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Experience managing complex calendars and competing priorities.
• Professional judgment and discretion when handling confidential information.
• Proficiency in Microsoft Office and ability to learn new software.
• ServiceTitan experience preferred.
• Experience in construction, service, manufacturing, or trades is a plus.

Responsibilities

• Provide administrative and project coordination support to leadership and management.
• Manage calendars, meetings, scheduling, and project timelines.
• Coordinate project setup, documentation, reporting, and workflow processes.
• Prepare and maintain project files, records, correspondence, and reports.
• Serve as a liaison between customers, office staff, vendors, field teams, and management.
• Track project milestones and follow up on action items.
• Assist with purchasing, material orders, proposals, and operational reporting.
• Utilize company software, including ServiceTitan and Microsoft Office.
• Identify process improvements and maintain confidentiality of sensitive information.
• Perform additional administrative and project support duties as needed.

Skills

Project coordination

Time management

Multitasking

Attention to detail

Communication

Discretion

Confidentiality

Tools

Microsoft Office

ServiceTitan

Job description

Ultimate Staffing is seeking an experienced Project Coordinator to support leadership with high-level administrative tasks and ensure smooth project execution. The role requires detail-orientation, proactivity, and the ability to manage multiple priorities.

You will coordinate calendars, meetings, timelines, and project setup, while serving as a liaison among customers, office staff, vendors, field teams, and management. Proficiency in Microsoft Office and ServiceTitan is preferred.