Service Project Coordinator

Upchurch; Memphis (TN); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid time off

Certification assistance

Professional development

Job summary

Upchurch is a rapidly growing, full-service building engineering company seeking a detail-oriented Project Coordinator to support Project Managers with administrative, scheduling, documentation, and communication tasks across service projects. This role enables PMs to focus on financial performance, customer relationships, and field execution by coordinating turnover to closeout.

Responsibilities include organizing files, tracking milestones, assisting with billing, and ensuring timely project

Qualifications

• 2–5 years of experience in service operations, project coordination, or administrative support preferred.
• Exposure to commercial building and industrial facility services environments strongly preferred.
• Strong organizational and multitasking abilities.
• Proficiency with ERP / project and financial management systems and Microsoft Office tools.
• High attention to detail and follow through.
• Clear, professional written and verbal communication skills.

Responsibilities

• Provide administrative, scheduling, documentation, and communication support to Project Managers.
• Coordinate schedules with superintendents, field supervisors, vendors and subcontractors.
• Assist with billing and closeout documentation, including percent complete verification and backup.
• Support customer communication related to schedules, site access, documentation, and administrative needs.

Skills

Organizational skills

ERP/PM systems

MS Office proficiency

Communication skills

Dependable & self-directed

Job description

Company Overview

Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan.

Position Summary

The Project Coordinator provides administrative, scheduling, documentation, and communication support to Project Managers to ensure service projects are executed efficiently, accurately, and profitably. This role enables Project Managers to remain focused on financial performance, customer relationships, and field execution by owning the coordination, organization, and follow-through required to move projects smoothly from turnover to closeout.

Essential Duties & Responsibilities

• Project Setup & Administrative Support
• Assist Project Managers with project kickoff, setup, and system entry.
• Ensure project files are complete and organized, including contracts, scopes, estimates, and schedules.
• Maintain accurate project records, notes, and documentation throughout execution.
• Track key milestones and prompts Project Managers when action is required.
• Scheduling & Coordination
• Coordinate schedules with superintendents, field supervisors, vendors and subcontractors at the direction of the Project Manager.
• Assist with material deliveries, lead time tracking, and logistics coordination.
• Confirm field assignments, job start dates, and access requirements.
• Help maintain job continuity and minimize disruptions to field execution.
• Customer & Internal Communication
• Support customer communication related to schedules, site access, documentation, and administrative needs.
• Prepare and distribute meeting notes, schedules, and progress updates as requested.
• Serve as a professional point of contact for routine coordination while escalating decisions to the Project Manager.
• Documentation, Billing, & Closeout Support
• Assist with billing preparation, including percent complete verification and backup documentation.
• Ensure change order documentation is tracked and routed correctly.
• Support timely job closeout by collecting final paperwork, warranties, inspections, and customer sign off.
• Help reduce WIP aging by keeping project information accurate and current.
• Process Support & Continuous Improvement
• Follow standard project coordination procedures and templates.
• Identify recurring coordination issues and communicate improvement opportunities.
• Support consistent execution standards across all service projects

Qualifications & Skills

• Required Qualifications
• 2–5 years of experience in service operations, project coordination, or administrative support preferred.
• Exposure to commercial building and industrial facility services environments strongly preferred.
• Preferred Qualifications
• Strong organizational and multitasking skills.
• Proficiency with ERP / project and financial management systems and Microsoft Office tools.
• High attention to detail and follow through.
• Clear, professional written and verbal communication skills.
• Highly dependable and self-directed.
• Collaborative and service oriented.
• Comfortable working in a fast paced, multi project environment.
• Takes pride in accuracy, organization, and execution.
• Understands the importance of role clarity and escalation.

Benefits

• Competitive pay based on experience.
• Health, dental, and vision insurance.
• Paid time off and holiday pay.
• Opportunities for professional development and certification assistance.

Equal Employment Opportunity

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.