Project Controls Coordinator

Purpose

Serve as the operational hub and daily execution engine of L.L. Blue Engineering project portfolio and agent-first PMO. This role owns the tracking, documentation, coordination, and proposal assembly functions that keep projects moving — and critically, owns the operational architecture of L.L. Blue Engineering's agent-first project management platform. As the primary daily operator of agent-assisted workflows, this person is closest to where the system works and where it doesn't. That position makes them the key driver of continuous workflow refinement — translating real operational experience into platform improvements in close partnership with the Project Manager. The PM defines the strategic architecture; this role brings it to life and makes it better every day.

Position Summary

Agent-First PMO — Operational Architecture & Continuous Refinement

- Own the operational architecture of LLBLUE's agent-first PMO — how workflows are configured, executed, and refined at the day-to-day level

- Serve as the primary daily operator of agent-assisted project management workflows — executing status reporting, document control, action tracking, and coordination through the agentic platform

- Maintain a structured feedback loop with the Project Manager (PM) — systematically identifying what works, what creates friction, and what needs to be redesigned in the platform

- Propose and validate operational workflow improvements based on direct daily experience — serving as the ground-level intelligence that drives platform evolution

- Ensure agent-assisted workflows are being executed consistently and correctly across the portfolio — flagging deviations and gaps to the PM

- Stay current on LLBLUE's evolving agentic toolset and adopt new capabilities as they are released, providing adoption feedback to the PM

Project Tracking & Reporting

- Maintain schedule, milestone, and action item tracking across all active projects — typically 10–12 simultaneous engagements

- Produce and distribute internal and client-facing status reports on a defined cadence using agent-assisted reporting workflows

- Own meeting logistics, agendas, notes, and decision logs for project and coordination meetings

- Maintain a real-time portfolio dashboard that gives the PM and Managing Principal clear visibility into project health across all engagements

- Track open issues, risks, and action items to closure — escalating to the PM when items are at risk

Document Control & Administration

- Own document control across the full project lifecycle — version control, file organization, transmittal tracking, and closeout packages

- Maintain project folders, naming conventions, and document management standards in alignment with LLBLUE SOPs

- Support change management documentation and ensure revisions are tracked and distributed accurately

- Compile and organize project closeout documentation packages for client handoff

Proposal & Estimating Support

- Receive scope inputs from engineering and quantity/vendor inputs from the Construction & Field Operations Coordinator and assemble into organized, complete proposal packages

- Manage proposal schedules, submission deadlines, and internal review coordination

- Maintain proposal templates, bid logs, and opportunity tracking registers

- Support RFP response coordination — tracking requirements, ensuring all sections are complete, and managing final submission logistics

- Assist with formatting, proofreading, and production of client-facing proposal documents

Cross Functional Coordination - Systems Integration Projects

- Serve as the coordination hub on complex systems integration projects — ensuring engineering, sales, finance, HR, and field execution teams are aligned and moving

- Track cross-functional deliverables and dependencies; surface conflicts or gaps to the PM proactively

- Facilitate internal coordination meetings and ensure action items are captured, assigned, and followed through

- Support client communication on assigned projects — status updates, meeting coordination, and deliverable logistics

Qualifications

- Highly organized and process-oriented — tracking systems, structured workflows, and operational checklists are a natural strength

- Operationally curious — able to look at a workflow, identify where it breaks down, and articulate clearly how it should be improved

- Comfortable operating within and actively shaping AI-assisted workflows — not just a user, but a contributor to how the system evolves

- Strong written and verbal communication skills; comfortable interfacing with technical teams, field personnel, and clients

- Ability to manage multiple concurrent projects and deadlines without losing detail or follow-through

- Enough technical awareness to coordinate meaningfully on industrial systems integration projects — prior exposure to engineering, construction, or technical services environments preferred

- Professional presence and judgment in client-facing situations

- Strong proficiency with Microsoft Office 365; experience with project management platforms and AI productivity tools

Education & Experience

- Associate or Bachelor's degree preferred; equivalent experience acceptable

- Typically, 3–6 years of experience in project coordination, operations support, or administrative roles in engineering, construction, or technical services environments

- Demonstrated experience managing document control, tracking systems, and cross-functional coordination

- Prior exposure to proposal or estimating coordination a strong plus

- Demonstrated use of AI tools, automation platforms, or workflow tools in a professional setting strongly preferred

- Experience identifying and driving process improvements from within an operational role a significant advantage

Training & Certifications

- Project management fundamentals (CAPM or equivalent a plus)

- Document control and change management practices

- Microsoft Office 365 proficiency — particularly Excel, SharePoint, and Teams

- Hands-on experience with AI productivity and agentic workflow tools strongly preferred

- Familiarity with industrial or construction environments preferred

Licenses & Screening

- Valid driver's license required

- Background check and drug screening as required per client and contract requirements

- Ability to obtain site access credentials and required clearances where applicable

Working Conditions

- Hybrid role — remote-capable with periodic presence at HQ and client sites

- Travel may be required for project kickoffs, site visits, and key client milestones

- Extended hours may be required during active proposal windows, commissioning events, and critical project milestones

- Fast-paced, deadline-driven environment with frequent context switching across multiple concurrent projects

Compensation

Compensation is commensurate with experience, qualifications, and demonstrated capability.

L.L. Blue Engineering, LLC is an equal opportunity employer and offers a comprehensive benefits package. We value diversity and are committed to fostering an inclusive and respectful work environment.

Pay: $60,000.00 - $75,000.00 per year

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Health insurance

- Health savings account

- Paid time off

Application Question(s):

- How do you ensure nothing ‘falls through the cracks’ when you’re managing multiple deadlines?

- Describe a tracking or reporting system you personally set up or improved (schedule, dashboard, document control, action tracking). What problem did it solve?

- Have you used AI or automation tools to assist with reporting, coordination, or documentation? What worked and what didn’t?

- How do you know when an issue needs to be escalated versus handled at the coordinator level?

- Walk me through what your daily project controls responsibilities looked like across multiple active projects

- How do you distinguish between an issue you resolve yourself and one that must be escalated to the Project Manager?

- When proposal inputs are late or incomplete, what actions do you take to keep the submission on track?

Experience:

- Project coordination: 3 years (Preferred)

Work Location: In person