Project Coordinator

Project Coordinator

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary:

The Project Coordinator provides day-to-day coordination and administrative support to Project Managers and Operations, helping ensure projects remain organized, deadlines are visible, documentation is accurate, and stakeholders have the information needed to execute effectively. This role serves as a central coordination point across project workstreams by managing schedules, tracking actions and deliverables, supporting reporting, and facilitating timely communication. The Project Coordinator is expected to be proactive, detail-oriented, responsive, and comfortable managing multiple priorities in a fast-paced professional services environment.

Responsibilities:

• Schedule and manage internal and client-facing meetings, including coordinating calendars and logistics.
  • Prepare and distribute meeting agendas in coordination with Project Managers; capture meeting notes, decisions, and action items.
  • Track project timelines, milestones, deliverables, and follow-up actions; proactively communicate approaching deadlines and outstanding items.
  • Maintain task trackers, action logs, status reports, shared tools, and collaboration platforms.
  • Serve as a central coordination point for day-to-day project activities and facilitate communication among Project Managers, Operations, and other stakeholders.
  • Route requests, information, and updates to the appropriate team members and support alignment across workstreams.
  • Maintain organized, accurate, and consistent project documentation and records.
  • Assist in preparing status reports, presentations, data calls, and other project deliverables.
  • Coordinate onboarding and offboarding activities for project personnel and support contract-related administrative requirements as directed.
  • Identify and flag process inefficiencies, administrative gaps, schedule risks, or unresolved actions for Project Manager attention.
  • Provide scheduling and logistical coordination with client stakeholders as appropriate.
  • Perform other project coordination and administrative duties as assigned.

Qualifications and Experience:

• Bachelor’s degree in business administration, project management, operations, or a related field preferred; equivalent relevant experience may be considered.
• Experience supporting projects, programs, operations, or professional services teams preferred.
• Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and stakeholders.
• Excellent written and verbal communication skills, with strong attention to detail and accuracy.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams; experience with project tracking or collaboration tools is preferred.
• Ability to prepare clear meeting notes, action logs, status updates, and professional project documentation.
• Demonstrated follow-through, responsiveness, discretion, and ability to work both independently and collaboratively.
• Ability to identify issues, escalate appropriately, and support process improvement without assuming project-level decision-making authority.
• Experience supporting government, engineering, technical, or regulated environments is a plus.

Travel:

Limited travel may be required based on project and client needs. Specific travel expectations will be communicated during the hiring process.

Success in This Role:

Success is measured by the timeliness and accuracy of scheduling and coordination, completion of follow-up actions, quality and organization of project documentation, responsiveness to Project Managers and teams, and the role’s effectiveness in reducing administrative burden on project leadership.

Role Scope:

This role supports project execution and coordination but does not own client relationships, project-level decision-making, delivery outcomes, business development, or strategic prioritization of workstreams.

Compensation & Benefits:

The expected base hourly rate for this role is $38 USD per hour. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.

Third-Party Agency Notice

Salas O’Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.