Project Coordinator

Project Coordinator

Robert Half's client, a growing fire protection services organization, is seeking a proactive Project Coordinator to provide day-to-day project and administrative support across multiple initiatives. This role is responsible for keeping project information organized, coordinating resources, and supporting internal teams to ensure projects progress smoothly from early planning through final completion. The ideal candidate is highly organized, adaptable, and comfortable working with both office-based and field teams.

Primary Duties

• Coordinate project-related activities to support scheduling, execution, and completion.
• Track project timelines, key deliverables, and outstanding action items.
• Maintain clear communication between internal teams, vendors, and customers regarding project needs and updates.
• Assist with coordinating materials, equipment, and documentation required for project execution.
• Support project leaders with status reporting, meeting preparation, and follow-up tasks.
• Help identify scheduling conflicts, missing information, or potential delays and escalate as needed.
• Assist with documentation and requirements related to project completion, approvals, and handoff.
• Prepare and organize project records, including contracts, purchase documentation, correspondence, and reports.
• Support internal reviews related to project progress, costs, and timelines.
• Assist with processing material returns, replacements, and vendor coordination.
• Maintain access records, credentials, or required documentation for field personnel.
• Provide coordination support for field teams working on assignments outside their primary location.
• Review project plans, specifications, and related documents to understand scope and requirements.
• Compile and organize information used for estimating, pricing, and proposals.
• Assist in the preparation and follow-up of quotes, bids, and proposal materials.
• Support changes to project scope by helping prepare documentation and updates.
• Contribute to process improvement efforts and perform additional duties as assigned.

Requirements

• High school diploma or GED required; associate's or bachelor's degree preferred.
• 2+ years of experience in project coordination, project administration, or a related support role.
• Experience in construction, life safety, or technical services environments is a plus.
• Strong attention to detail with the ability to manage multiple projects simultaneously.
• Proficient in Microsoft Office and project tracking or documentation systems.
• Effective communicator with the ability to work across departments and with external partners.