Position Summary:
The Project Coordinator (Operations Administration) will support Project Managers and Accounting Supervisors with large-scale storage, transportation, and rigging jobs for key accounts. Will maintain accurate inventory and job records, support invoicing efforts by providing clean and timely documentation, manage repair timelines and claims tracking, and drive data quality across varied internal systems.
Essential Job Duties and Responsibilities:
- Coordinate with warehouse / storage teams and Project Managers to verify inventory status, item counts, photographic documentation, and item or equipment readiness for delivery to job sites.
- Ensure storage data accuracy through daily system audits, cross-checking against delivery tickets, internal records, and customer shipping forecasts.
- Assist in job cost tracking through the reconciliation of PO numbers, serial numbers, barcodes, and other unique equipment identifiers.
- Work with Field Teams to capture and log the final setting location of delivered equipment; maintain equipment traceability throughout the project lifecycle.
- Support customer requests with clear documentation, equipment photos, and real-time inventory updates.
- Compile and prepare detailed invoice backup packets for key accounts, especially during month-end billing cycles.
- Review and validate all customer-facing documentation for accuracy, completeness and timely delivery.
- Act as central liaison between Project Managers, Accounting, Warehouse, Dispatch, and Field Services to ensure alignment and smooth execution of project information.
- Collaborate with Accounting Supervisors to ensure all billing activities reflect contractual terms and proper supporting documentation is included.
- Track repair needs related to stored or transported equipment; ensure equipment condition is logged promptly and updated as repairs progress.
- Monitor repair timelines and coordinate with internal teams or vendors to ensure equipment availability and deadlines are met, informing customers as necessary.
- Support claims resolution through the gathering of and organization of necessary documentation – including incident reports, photographs, service logs, and related correspondence.
- Maintain a clean and organized claims log for internal reference and customer transparency.
- Identify opportunities to streamline documentation, billing backup, inventory workflows, and customer reporting processes.
- Collaborate with internal teams to refine standard operating procedures (SOP) and support project implementation best practices across storage, transportation, and invoicing functions.
- Help ensure consistency and accuracy in data entry, file naming, barcode labeling, and equipment tracking across systems.
- Participate in internal reviews or audits to validate data accuracy and improve recordkeeping standards.
- Proactively flag discrepancies, gaps, or recurring issues in documentation or system usage and recommend solutions.
- Perform all other tasks as directed and/or necessary.
Minimum Qualifications (Experience, Skills, and Education):
- Bachelor’s degree in business administration, logistics, project management or related field preferred.
- Three (3) years’ experience as a Project Coordinator in logistics/ supply chain, construction, rigging, or a related field preferred.
- Familiarity with equipment tracking management and equipment inventory recordkeeping.
- Intermediate computer skills using a Windows-based system.
- Good knowledge of Microsoft applications including Word, Excel, and Outlook. Familiar with customer relations management software, project management tools, or the ability to learn quickly.
- Excellent team-building skills with the ability to work with cross-functional teams and coordinate related activities.
- Excellent communication and interpersonal skills with internal leadership team; demonstrated ability to positively interface with clients.
- Analytical skills with the ability to explain data-driven technical information to all levels of staff.
- Be organized, goal orientated, and deadline driven. Is self-motivated and self-driven.
- Knowledge of accounting principles is helpful. Invoicing practices, business acumen, and professional demeanor necessary.
Physical Requirements and Working Conditions:
The Project Coordinator will primarily work in a normal temperature-controlled office environment with frequent work using a computer, keyboard, mouse, telephone, and other standard office equipment. Work involves extended periods of sitting and use of the senses involving sight, touch, speech, and hearing. Occasional walking, bending/crouching, and lifting and/or moving items weighing up to 10 pounds. May need to perform work outdoors with exposure to inclement weather and uneven terrain, or in non-temperature-controlled environments.
Additional Requirements:
Work with a Top-of-Mind Awareness for the safety of yourself and everyone at the job site. Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect. Disclaimer: This job description is intended to summarize the type and level of work performed by a Project Coordinator and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary. MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.