Senior Project Coordinator

The Senior Project Coordinator supports the successful planning, execution, and closeout of field-based projects by serving as a central point of coordination between clients, Sales, Project Management, Field Operations, and other internal stakeholders. This position is responsible for maintaining project visibility, ensuring critical information is obtained and communicated, coordinating field mobilization requirements, and supporting project teams through all phases of execution. The Senior Project Coordinator plays a key role in driving accountability, tracking project milestones, identifying information gaps, and helping projects progress efficiently while maintaining a high level of customer service and organizational excellence.

POSITION DUTIES AND RESPONSIBILITIES:

Project Coordination & Administration

• Maintain project trackers, schedules, forecasts, and status reporting tools to ensure accurate project visibility.
• Track requests for information (RFIs), approvals, change requests, and outstanding customer requirements.
• Monitor project milestones and deliverables, proactively identifying items requiring follow-up.
• Coordinate project documentation and ensure records are organized, current, and accessible.
• Support project teams by gathering information needed for planning, execution, and reporting activities.

Internal Communication & Follow-Up

• Serve as a liaison between Sales, Project Management, Field Operations, Engineering, Production, and other departments.
• Follow up with internal stakeholders regarding project status, outstanding action items, and pending deliverables.
• Escalate delays, missing information, or project risks to appropriate leadership when necessary.
• Facilitate communication to ensure project teams have the information needed to maintain schedules and commitments.

Project Handoff & Execution Readiness

• Review project handoff documentation from Sales to ensure all required information is complete prior to project execution.
• Verify project scope documentation, customer requirements, schedules, contacts, and supporting information are received and properly documented.
• Assist in coordinating project startup activities and readiness reviews.

Field Mobilization & Site Readiness

• Coordinate employee onboarding requirements for customer sites and project locations.
• Confirm site access requirements, safety training completion, certifications, badging, and compliance documentation.
• Support mobilization planning by coordinating travel requirements, site logistics, equipment needs, and workforce readiness.
• Ensure all project prerequisites are completed before field activities begin.

Client Communication & Reporting

• Prepare routine customer status updates and progress reports.
• Gather and organize project information for customer meetings, internal reviews, and leadership updates.
• Maintain professional communication with customers regarding project documentation, approvals, and information requests.
• Assist in ensuring customer expectations are managed through timely and accurate communication.

Project Closeout

• Coordinate project closeout documentation and final deliverables.
• Ensure all required customer documentation, reports, certifications, and completion records are submitted.
• Track outstanding closeout items until project completion.
• Support lessons learned and project documentation retention activities.
• Other duties as may be necessary to fulfill the responsibilities of this position.