Project Coordinator

Project Coordinator (Entry-Level)

Job Summary

The Project Coordinator supports the successful execution of material handling projects by providing administrative, logistical, and coordination support to Project Managers, internal teams, customers, and vendors. This entry-level role serves as a key point of communication across project stakeholders and assists with scheduling, documentation, procurement coordination, and reporting to ensure projects are completed safely, on time, and in compliance with company and regulatory standards.

The ideal candidate is highly organized, detail oriented, and eager to grow within the material handling, equipment, or industrial project environment.

Key Responsibilities

Project Support & Coordination

Serve as a primary point of contact between internal teams, customers, and suppliers to support smooth project execution.

Coordinate and facilitate project meetings, including preparing agendas, documenting meeting minutes, and tracking action items.

Assist Project Managers with the development and maintenance of project plans, including schedules, timelines, budgets, and resource tracking.

Communicate project updates, risks, and issues to Project Managers and relevant stakeholders in a timely manner.

Support coordination of project tasks to help ensure milestones and deadlines are met.

Documentation & Reporting

Maintain accurate and up-to-date project documentation, including contracts, change orders, schedules, and status reports.

Prepare and distribute project status updates to internal and external stakeholders.

Assist with documentation related to safety standards, compliance requirements, and project close out activities.

Logistics & Scheduling

Coordinate procurement activities for materials, components, and equipment used in material handling systems.

Schedule and track deliveries, site visits, installations, and meetings with customers and vendors.

Monitor inventory levels and support ordering activities to align with project timelines.

Problem-Solving & Issue Resolution

Identify potential project risks or scheduling conflicts and escalate concerns to the Project Manager as needed.

Coordinate with vendors, suppliers, and subcontractors to help resolve delivery delays, material shortages, or quality issues.

Track open issues and support mitigation efforts to minimize project impact.

Cross-Functional Collaboration

Work closely with engineering, operations, sales, and service teams to ensure alignment with project requirements.

Support communication with customers throughout the project lifecycle, including post-installation coordination.

Assist Project Managers in maintaining positive client relationships through timely and professional communication.

Minimum Requirements

Associate’s or Bachelor’s degree in Business, Project Management, Engineering, Operations, or a related field (or equivalent combination of education and experience).

0–2 years of experience in project coordination, administrative support, logistics, or a related role (internship or co-op experience accepted).

Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook).

Basic familiarity with project management tools or scheduling software (training provided).

Ability to manage multiple tasks and deadlines in a fast-paced, team-oriented environment.

Strong written and verbal communication skills.

Willingness to learn industry specific processes related to material handling equipment and systems.

Required Skills & Competencies

Technical & Administrative Skills

Basic understanding of project coordination and scheduling concepts.

Strong organizational and documentation skills with high attention to detail.

Ability to prepare reports, track schedules, and maintain accurate records.

Comfort working with vendors, suppliers, and internal teams.

Communication & Collaboration

Professional communication skills for interacting with customers, vendors, and internal stakeholders.

Ability to follow up on action items and ensure information is shared accurately and timely.

Team oriented mindset with a customer focused approach.

Problem-Solving & Adaptability

Ability to identify issues and escalate appropriately.

Willingness to learn problem-solving techniques in a project-based environment.

Flexible and adaptable to changing priorities and project needs.