Project Coordinator

Project Coordinator

Robert Half's client, a leading fire protection services company, is seeking a detail-oriented project coordinator to support the successful planning, execution, and completion of projects. This role plays a key part in keeping projects organized, timelines on track, and stakeholders aligned by coordinating schedules, documentation, materials, and communication across internal teams and external partners. The project coordinator will work closely with project leadership, sales, operations, and field teams to ensure accurate information flow and efficient project delivery.

Key responsibilities include:

• Support project planning and execution from kickoff through completion, ensuring milestones, documentation, and deliverables are properly tracked.
• Participate in recurring project meetings and maintain notes, schedules, and follow-up items.
• Act as a primary point of coordination between customers, internal teams, and field personnel.
• Share project updates and status information to ensure alignment among stakeholders.
• Coordinate material ordering, delivery scheduling, and documentation to support project timelines.
• Monitor project schedules and assist with maintaining on-time and within-scope execution.
• Identify potential risks or gaps and assist project leadership in resolving issues proactively.
• Assist with project closeout activities, including approvals, documentation collection, and customer handoff requirements.
• Provide administrative and reporting support for operational and financial reviews.
• Coordinate returns, exchanges, and vendor communications related to project materials.
• Maintain required access credentials, certifications, or documentation for field personnel as needed.
• Support logistics and travel coordination for field teams working outside their primary location.
• Organize and maintain project files, including purchase orders, correspondence, delivery records, and reports.
• Review project plans, specifications, and drawings to gain understanding of project scope.
• Collect, organize, and maintain data used for project pricing, proposals, and estimates.
• Assist with preparing quotes, bid packages, and proposal documentation.
• Collaborate with sales and technical teams on customer requests, product research, and material planning.
• Assist with change documentation and project modifications as required.
• Perform general administrative and project support tasks as assigned.

Requirements:

• High school diploma or GED required; college coursework or degree preferred.
• Minimum of 2 years of experience in a project coordination or project support role; experience in construction, fire protection, or a related industry is a plus.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with spreadsheets, document management systems, and project tracking tools.
• Ability to work cross-functionally in a fast-paced, deadline-driven environment.