ISP Fuel Systems is seeking an organized, detail-oriented Project Coordinator to support our Project Management team and help coordinate projects from initiation through completion.
The Project Coordinator works closely with Project Managers, customers, vendors, in-house production teams, subcontractors, and field personnel to help ensure projects remain organized, properly documented, adequately supplied, and on schedule. This position is well suited for someone who is comfortable managing multiple priorities and taking ownership of the administrative and coordination functions necessary to move projects through completion and closeout.
Employment Type: Full-Time
FLSA Status: Non-Exempt
Schedule: Monday–Friday, 8:00 AM–4:30 PM
Work Arrangement: Office
Travel Required: No
Salary Range: $65,000–$85,000 per year, based on experience and qualifications
Responsibilities
- Support Project Managers throughout all phases of assigned projects, from project initiation through completion and closeout.
- Assist with the preparation, processing, and organization of submittal packages, sales orders, purchase orders, and other project documentation.
- Work within QuickBooks to enter and maintain sales orders and purchase orders.
- Coordinate the purchase of project-specific and buyout materials required to manufacture, install, and complete projects.
- Communicate with vendors regarding material requirements, purchasing, documentation, and delivery needs.
- Coordinate project and production schedules with customers, Project Managers, and ISP production teams using Monday.com.
- Monitor project schedules, material requirements, documentation, and outstanding items to help keep projects moving toward completion.
- Coordinate the collection, preparation, and submission of project closeout documentation, including Operation & Maintenance (O&M) manuals, Certificates of Insurance (COIs), warranties, as-built drawings, and other customer-required closeout documents.
- Communicate project status, scheduling concerns, material needs, documentation requirements, and other issues to the appropriate Project Manager or project contact.
- Maintain accurate project records, reports, checklists, correspondence, and supporting documentation.
- Read and follow applicable drawings, specifications, work instructions, and project documentation.
- Communicate professionally with customers, vendors, subcontractors, production personnel, field personnel, and other project stakeholders.
- Identify potential project issues, escalate concerns when appropriate, and assist with practical solutions.
- Support cross-functional coordination between Project Management, Production, Purchasing, Field Operations, and other departments.
- Assist with tracking outstanding project requirements and following up with internal and external parties as necessary to support timely completion.
- Follow company policies, procedures, safety requirements, and quality standards.
Required Qualifications
- Strong organizational skills with excellent attention to detail.
- Ability to manage multiple projects, priorities, and deadlines simultaneously.
- Ability to work independently while also collaborating effectively as part of a team.
- Strong written and verbal communication skills.
- Ability to understand and follow written and verbal instructions.
- Ability to communicate effectively with customers, vendors, supervisors, coworkers, and other project stakeholders.
- Ability to prioritize assignments and adapt to changing project or production needs.
- Ability to identify problems, communicate concerns, and assist with resolving project-related issues.
Preferred Qualifications
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Experience working with Adobe PDF applications.
- Prior experience using QuickBooks for sales orders, purchase orders, purchasing, or related functions.
- Familiarity with Monday.com or similar project-management and scheduling software.
- Prior experience working in a manufacturing environment.
- Related experience coordinating or managing projects through completion, including schedules, purchasing, materials, documentation, customer requirements, and project closeout.
- Experience preparing or coordinating O&M manuals, submittals, COIs, warranties, as-built documentation, or similar project documentation is a plus
Pay: $65,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
