OVERVIEW
The Project Coordinator is the administrative right hand to the Project Manager, supporting every assigned project from procurement through closeout so the PM can stay focused on budget, field execution, client relationships, and hitting target margin. This role owns the administrative backbone of the project — purchase orders, change order documentation, budget-to-actual tracking, QuickBooks processing, and day-to-day data entry — and is the connective tissue between Project Management, Sales, Accounting, Installation, and Warehouse teams.
This is a fast-paced, high-volume role. The Project Coordinator must be able to prioritize competing deadlines with a strong sense of urgency, communicate clearly and professionally with internal teams, clients, vendors, and manufacturers, and keep project documentation, milestones and budgets airtight under pressure.
Essential Duties and Responsibilities
Procurement & Change Orders
- Process purchase orders and manage procurement of equipment, materials, and consumables for assigned projects.
- Coordinate and document change orders, ensuring scope, pricing, and margin impact are accurately reflected and approved.
- Process all change orders and returns, reconciling project budgets in QuickBooks against changes tracked in D-Tools.
- Track PO status and equipment ETAs, proactively communicating delays or issues to the Project Manager.
- Manage RMA and warranty-return processes in coordination with vendors, manufacturers, and the warehouse team.
Budget & Financial Administration
- Partner with the Project Manager to keep each project on budget — monitoring budget-to-actual, flagging variances, and keeping QuickBooks current in real time.
- Transfer and maintain project data between D-Tools and QuickBooks, ensuring both systems stay reconciled.
- Support deposit invoicing, progress billing, and final billing in coordination with the Accounting Billing Dept, PM, and client.
- Maintain accurate, up-to-date records of correspondence, POs, invoices, and change orders in QuickBooks and project folders on SharePoint.
Project Administration & Documentation
- Set up and maintain organized project folders and documentation for every assigned project.
- Schedule, help facilitate, and document internal and client-facing project kickoff meetings.
- Support the Project Manager with scheduling of field/technical resources in alignment with project timelines.
- Review daily jobsite reports and flag needs, issues, or delays requiring the PM's attention.
- Support closeout documentation — timely invoicing, closeout communication, and a fully documented project folder.
Customer & Cross-Functional Communication
- Serve as a primary point of contact for internal and external stakeholders on assigned projects — clients, account managers, vendors, and manufacturer partners — under the direction of the Project Manager.
- Provide prompt, professional, and accurate responses to customer and internal inquiries regarding project status, scheduling, and documentation.
- Communicate proactively with Sales, Installation, Accounting, and Warehouse to keep projects moving without bottlenecks.
- Escalate budget, schedule, or client-satisfaction risks to the Project Manager promptly and with a clear sense of urgency.
Other
- Maintain high-volume, high-accuracy data entry across QuickBooks, D-Tools, and shared project spreadsheets.
- Participate in improving project workflow processes, systems, and documentation.
- Follow and help deliver on Texadia Systems' core values in daily work and communication with all client and in every interaction with the team.
- Perform other project administration tasks as assigned; responsibilities may shift based on business and project needs.
Qualifications
- Strong administrative and organizational skills with the ability to manage multiple projects and competing deadlines simultaneously.
- Superior data entry accuracy and speed; comfortable owning high volumes of detailed information without losing precision.
- Excellent written and verbal communication skills, with a professional, customer-service-first approach to both internal and external communication.
- Strong sense of urgency and ability to prioritize effectively in an extremely fast-paced environment.
- Self-starter with sharp attention to detail and follow-through; comfortable working independently and cross-functionally.
- Analytical, solution-oriented mindset; able to identify and resolve discrepancies before they become problems.
- Proficiency in Microsoft Office, with emphasis on Outlook, Excel, and Word.
- QuickBooks Enterprise experience strongly preferred; familiarity with D-Tools or similar ERP/project software a plus.
- Understanding of project workflow from procurement through closeout; technology/AV industry knowledge a plus.
- Comfortable working under pressure while maintaining composure, accuracy, and a positive, team-oriented attitude.
- Genuine alignment with and commitment to Texadia Systems' core values, including a safety-first mindset in any jobsite or vendor visit.
Education and/or Experience
High school diploma or GED required; degree in business, operations, procurement, or a related field preferred.
Minimum of 2 years of experience in project coordination, administrative support, procurement, or operations, ideally within a construction, AV, or technology installation environment.
Certificates, Licenses, Registrations
Valid driver's license and ability to pass a background check.
CEDIA certification, PMP, or CAPM (or actively working toward one) a plus.
Physical Demands
- Prolonged periods of sitting and computer-based work.
- Manual dexterity to operate a computer keyboard, mouse, and standard office equipment.
- Ability to lift up to 25 pounds and occasional lifting of up to 40 lbs+, with assistance as needed — safety is a core value at Texadia Systems, and proper lifting technique and team assistance are always expected over working alone or rushing.
- Occasional visits to jobsites or vendor locations.
- Bending, stooping, walking on uneven surfaces and areas that may not be ADA compliant like an open and active jobsite under construction.
Work Environment
This role is primarily office-based.
Accessibility & Accommodations
Texadia Systems is committed to providing reasonable accommodations to qualified individuals with disabilities so they can perform the essential functions of this role. Any accommodation will be evaluated based on business need and will not change the essential duties or physical demands outlined above. Candidates or employees who need an accommodation should raise this with Human Resources.
This job description is a guideline of the duties required of this role. Employees may be asked to perform other tasks not listed and will be evaluated in part on performance against the responsibilities above. Texadia Systems reserves the right to revise this description to fit business and client needs. This is not a contract of employment; employment is at-will as outlined in the employee handbook.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Tuition reimbursement
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
