Project Coordinator

Job Title: Project Administrative CoordinatorJob DescriptionThis role provides comprehensive administrative and document control support for project teams, with a strong focus on managing project documentation, tracking project progress, and coordinating day-to-day project administration. The Project Administrative Coordinator helps ensure projects run smoothly by maintaining organized records, supporting communication across stakeholders, and assisting with various clerical and coordination tasks.

Responsibilities

• Organize, update, and maintain project files to ensure accurate and accessible records.
• Maintain and monitor the project email inbox, routing messages and responding as appropriate.
• Perform document control and document management activities as the primary focus of the role, including organizing, tracking, and updating project documents.
• Track project status and prepare monthly progress reports for project teams and leadership.
• Work with project specifications, changes, and final documentation to support project completion and closeout.
• Facilitate and respond to questions regarding projects by researching and providing relevant information.
• Maintain project tracking systems to monitor schedules, deliverables, and milestones.
• Record and distribute minutes from project manager meetings to ensure clear communication and follow-up.
• Answer incoming phone calls and direct them to the appropriate team members.
• Read, sort, and route incoming mail to the appropriate recipients.
• Collect bills and invoices and route them for processing as needed.
• Type and format memos, correspondence, reports, and other documents using Microsoft Office applications.
• Make travel arrangements for team members, including transportation and accommodations.
• Prepare outgoing mailings and labels, including emails, physical mail, and faxes.
• Organize and maintain both physical and electronic filing systems for project and department documents.
• Coordinate client or vendor lunches, including scheduling, set-up, and clean-up.
• Reserve conference rooms and coordinate with internal support departments for meetings and events.
• Order and maintain office and project supplies to support daily operations.
• Arrange equipment maintenance or set-up to ensure smooth functioning of office and project equipment.
• Maintain the department calendar and roster, including meetings, deadlines, and team information.
• Provide occasional project assistance for managers, including administrative and coordination tasks.
• Assist in creating and editing PowerPoint presentations for internal and external use.
• Use Microsoft Access to store, retrieve, and manage project-related data.
• Help coordinate clerical and administrative needs for special projects and initiatives.
• Complete weekly timecards accurately and on time.
• Make copies and distribute printed materials as needed for meetings and project work.
• Perform additional duties as assigned by the supervisor to support the overall success of the group and organization.

Essential Skills

• Advanced knowledge of Microsoft Word for creating and formatting professional documents.
• Advanced knowledge of Microsoft Excel for data entry, tracking, and reporting.
• Advanced knowledge of Microsoft Access for storing, retrieving, and managing data.
• Advanced knowledge of Microsoft PowerPoint for preparing presentations.
• Experience with document control and document management processes.
• Experience supporting construction, engineering, EPC, or construction administration projects.
• Project coordination and project management support experience.
• Strong data entry skills with a high level of accuracy.
• Excellent organizational skills with the ability to maintain orderly files and systems.
• Strong attention to detail to ensure accuracy in documents and project records.
• Effective written and verbal communication skills for interacting with internal and external stakeholders.
• Ability to handle multiple tasks and priorities simultaneously in a fast-paced environment.

Additional Skills & Qualifications

• Experience working in environments related to construction, engineering, or EPC projects.
• Familiarity with project administration and project tracking tools.
• Experience coordinating meetings, travel, and events.
• Comfort working with cross-functional teams and internal support departments.
• Ability to take clear and concise meeting minutes and follow up on action items.
• Proactive and flexible approach to taking on additional duties as needed.

Work EnvironmentThe role operates in a professional office environment that supports construction, engineering, and EPC-related projects. You will work extensively with Microsoft Office applications, including Word, Excel, Access, and PowerPoint, as well as email and other standard office technologies. The position involves regular interaction with project managers, internal support teams, clients, and vendors. Typical work includes managing electronic and physical files, coordinating meetings and conference room reservations, organizing mailings, and supporting day-to-day project administration. The environment emphasizes organization, accuracy, and responsiveness, with a focus on meeting project deadlines and supporting collaborative team efforts. Job Type & LocationThis is a Contract to Hire position based out of Kansas City, MO. Pay and BenefitsThe pay range for this position is $21.00 - $24.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits

available for this temporary role may include the following:

Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Job Type & LocationThis is a Contract to Hire position based out of Kansas City, MO. Application DeadlineThis position is anticipated to close on Nov 23, 2026. Workplace TypeThis is a fully onsite position in Kansas City,MO.About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.