Position Summary
The Project & Operations Coordinator serves as a central hub for project administration, work order management, scheduling, client communication, subcontractor coordination, and workflow management.
This position is a hybrid of administrator, coordinator, and problem-solver. The successful candidate will ensure projects move efficiently from initial work order through completion, billing, and customer follow-up. They will work closely with leadership, project managers, subcontractors, vendors, and clients to keep information organized, communication flowing, and commitments on track.
This is not a passive administrative role. We are looking for someone who takes ownership, identifies issues before they become problems, and helps keep our operation running smoothly.
Core Responsibilities
Project & Operations Coordination
- Schedule jobs, subcontractors, service calls, and project activities
- Track active projects from initiation through completion, maintaining accurate records and status updates
- Monitor project progress, coordinate documentation, and proactively address delays or operational issues
- Identify administrative, scheduling, or communication issues and take initiative to resolve them before they impact projects or clients
Vendor Portal Management
- Manage work orders, project updates, compliance requirements, and documentation within client/vendor management systems such as Fyxt, Limble, Coupa, ServiceChannel, SAP Ariba and others.
Estimating & Billing Support
- Prepare and process estimates, track approvals, and update project records and statuses
- Process invoicing, complete project closeout requirements, and follow up on past-due accounts as needed
Subcontractor & Vendor Administration
- Maintain subcontractor records including COIs, W-9s, agreements, and compliance documentation
- Coordinate subcontractor communications, scheduling, and project support
Client Support & Relationship Management
- Maintain client communications and support proposal and estimate follow-up activities
- Support customer retention initiatives and identify opportunities to strengthen client relationships and expand services
Qualifications
Required
- Strong administrative, organizational, and project coordination skills
- Excellent written and verbal communication abilities
- Ability to manage multiple systems, deadlines, and communication channels simultaneously
- Strong customer service and relationship management skills
- High attention to detail and strong follow-through
- Intermediate to advanced proficiency with common business software and the ability to quickly learn and navigate new software platforms and client/vendor management systems
Preferred
- Experience in construction, property management, facilities maintenance, building services, or related industries is a plus
What You Will Find Here
- A team that moves fast and solves real problems
- Meaningful responsibility and ownership
- Clear expectations and accountability
- Opportunities to learn, grow, and expand your role
- Direct involvement in helping customers and supporting company growth
- The opportunity to become a critical part of how KPS operates
Key Success Metrics
- Scheduling accuracy and efficiency
- Work order turnaround time
- Client responsiveness and follow-up consistency
- Accuracy of project documentation and vendor portal management
- Subcontractor compliance completion
- Invoice processing timeliness
- Overall operational organization and communication
Pay: $28.00 - $33.00 per hour
Work Location: In person
