Strategic Project Coordinator - Sales & Execution

Ayr Energy; Mountain View (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Ayr Energy is seeking a Project Coordinator in Mountain View, CA to bridge the Sales/Commercial and Project Execution teams. You will capture, communicate, and document changes across a project’s lifecycle to keep customers and internal teams aligned from purchase order through delivery.

You will organize project documentation (purchase orders, change orders, drawings, submittals, and correspondence), track milestones and invoicing, and support quotes and change orders with clear, audit-ready

Qualifications

• 2+ years of experience in project coordination or related commercial roles.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication across engineers, sales, and customers.
• Proficiency in Excel and Word; familiarity with SharePoint/ERP systems is a plus.

Responsibilities

• Serve as day-to-day liaison between Sales/Commercial and Project Execution teams.
• Capture, document, and communicate project changes and impacts.
• Maintain audit-ready project files: purchase orders, change orders, drawings, submittals, and correspondence.
• Track milestones, payment terms, and invoicing timelines.
• Support preparation of quotes and change order documentation.
• Respond to and document customer requests, questions, and change orders.
• Maintain a clear record of project status and decisions.
• Coordinate with engineering, manufacturing, and logistics to meet documentation requirements.
• Identify and escalate discrepancies between commitments and execution.

Skills

Strong communication skills

Organizational excellence

Cross-functional coordination

Education

Bachelor's degree in Business/Engineering/Supply Chain

Tools

Excel

Word

SharePoint

ERP

Job description

Ayr Energy is seeking a Project Coordinator in Mountain View, CA to bridge the Sales/Commercial and Project Execution teams. You will capture, communicate, and document changes across a project’s lifecycle to keep customers and internal teams aligned from purchase order through delivery.

You will organize project documentation (purchase orders, change orders, drawings, submittals, and correspondence), track milestones and invoicing, and support quotes and change orders with clear, audit-ready