Project Coordinator

Archkey Solutions - Minneapolis, MN

Full-time - Entry Level

Minneapolis, MN

Specialty Trade Contractors

About the position

As a Project Coordinator at ArchKey Solutions, you will play a crucial role in ensuring the smooth execution of various projects from start to finish. This position is based out of our Fridley, MN office and involves a range of responsibilities that are essential for maintaining high standards of quality and client satisfaction. You will be responsible for job scheduling, quality control, creating reports, document control, and providing administrative support for project management functions within your assigned division. Your role will facilitate an organized workflow among customers and project team members, ensuring that all aspects of the project are well-coordinated and executed efficiently. In your day-to-day activities, you will assist with the planning and scheduling of all assigned projects, optimizing labor costs and ensuring that field and service technicians are coordinated effectively with vendors, utility companies, and customers. You will also be responsible for completing and submitting necessary paperwork, providing project start-up support, and tracking tasks such as contracts and proposal letters. Maintaining accurate and timely tracking information in appropriate systems is critical, as is communicating effectively with project management and other staff members. Additionally, you will perform project close-out tasks, including coordinating final inspections and closing out permits. You may serve as a primary point of contact for customers requiring service, ensuring that product orders are processed correctly and that projects are completed and ready for billing. Your role will also involve assisting project management staff with assembling project submittals, writing purchase orders, and performing design activities as needed. You will be expected to maintain consistency in the content and appearance of written documents and assist with documentation of Methods of Procedures (MOPs). Your contributions will extend to managing travel arrangements for project team members, participating in project status meetings, and assisting in developing meeting minutes for distribution. You will also be involved in accounts receivable follow-up with customers and ensuring that all invoicing requirements are met. This position requires a detail-oriented individual with strong organizational and communication skills, capable of thriving in a fast-paced work environment.

Responsibilities

• Job scheduling and quality control for assigned projects.
• Creating and maintaining project reports and documentation.
• Facilitating organized workflows with customers and project team members.
• Assisting with planning and scheduling to optimize labor costs.
• Coordinating scheduling of field and service technicians with vendors and customers.
• Completing and submitting necessary paperwork for projects.
• Providing project start-up support and task tracking.
• Ensuring accurate tracking information is maintained in appropriate systems.
• Issuing updated reports as requested by project management.
• Performing project close-out tasks, including final inspections and permit closures.
• Serving as a primary point of contact for customers requiring service.
• Processing product orders and ensuring projects are ready for billing.
• Assisting project management staff with project submittals and purchase orders.
• Performing design activities as needed and archiving project information.
• Documenting Methods of Procedures (MOPs) and preparing project status reports.
• Managing travel arrangements for project team members.
• Participating in project status meetings and developing meeting minutes.
• Conducting accounts receivable follow-up with customers.

Requirements

• High School diploma or equivalent.
• 0-2 years of experience coordinating project work or in a similar role.
• Experience in providing and coordinating support activities in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Effective communication skills with employees at all levels.
• Excellent listening, interpersonal, written, and verbal communication skills.
• Independent problem-solving and customer service skills.
• Strong collaboration and teamwork abilities.
• Demonstrated integrity and dependability.

Nice-to-haves

• Experience with Salesforce or similar project management software.
• Familiarity with electrical or specialty systems installation.
• Knowledge of invoicing and billing processes.

Benefits

• Competitive salary range of $45.3K - $57.3K per year.
• Opportunities for professional growth and development.
• Supportive work environment with a focus on teamwork.