Project Coordinator

Description

W-Industries is an energy service company that specializes in Automation Solutions, I&E Construction Services, Power Generation and Packaged Equipment for the Energy and Industrial markets. Our expertise encompasses the full spectrum of system technologies from pneumatic - hydraulic control systems to state-of-the-art programmable solutions to chemical injection systems, and everything in-between.

The Project Coordinator-1 provides structured administrative and coordination support to assist projects from initiation through closeout. This role focuses on maintaining accurate records, facilitating communication, and ensuring activities are tracked and documented in accordance with company standards. It is designed for individuals early in their career who are developing skills in structured coordination, documentation, and cross-team collaboration.

- Maintain and update the project’s console and ERP with current status, and projections.

- Track progress against planned milestones and highlight upcoming deadlines.

- Input and update schedule information in the designated tracking systems.

Documentation Control

- Keep records current for action items, risk entries, and lessons learned.

- File and index project correspondence, drawings, and change requests for easy retrieval.

- Ensure that all controlled documents are up to date and distributed appropriately.

Meeting Coordination

- Schedule and organize internal and external project meetings.

- Prepare agendas, gather necessary materials, and distribute before meetings.

- Document meeting minutes and ensure agreed actions are recorded and tracked.

Cost & Procurement Support

- Assist with collecting and entering material, labor, and vendor cost data.

- Track purchase orders and delivery dates; notify the PM of delays or issues.

- Support reconciliation of actual costs against planned budgets.

Stakeholder Communication

- Distribute progress reports and updates to team members and stakeholders.

- Route questions, requests, and documents to the appropriate team members for action.

Close-Out Activities

- Support the assembly of final project files, completion reports, and close-out checklists.

- Archive documentation according to company procedures.

Required Skills & Competencies

- Proficiency in Microsoft Office Suite, Microsoft Teams, and Outlook.

- Basic familiarity with scheduling and task tracking software.

- Strong organizational skills and attention to accuracy.

- Ability to work under deadlines while handling multiple assignments.

- Clear and professional verbal and written communication skills.

- Ability to maintain confidentiality of sensitive information.

- Positive, team-oriented approach with willingness to learn.

Education & Experience

- 0–2 years in a coordination, administrative, or support role in an industrial, construction, or manufacturing environment.

- Prior exposure to structured processes or formalized reporting preferred.

- High school diploma required.

- Associate’s or Bachelor’s degree in business, administration, engineering, project management or related field preferred.

- Foundational project coordination or administrative training is a plus.

Physical Requirements

- Prolonged periods sitting at a desk and working on a computer.

- Must be able to lift up to 25 pounds at times.

Offered Benefits

- 401(k)

- Medical, dental, and vision insurance

- Basic Life, AD&D, Short and Long term Disability insurance

- Voluntary benefits

- FSA and HSA

- PTO

W-Industries is an Equal Opportunity Employer. We ensure that no applicant for employment or employee is denied an equal opportunity based on race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit-based factors.