Summary: We are in search of a Project Coordinator. This position will play a critical role in supporting the successful execution of projects from start to finish. You will be responsible for coordinating various aspects of project activities, including document control, scheduling, procurement, and shipping/receiving duties. Working closely with the Project Manager, vendors, and clients, you will ensure that all project components are well-organized, communicated effectively, and completed on time. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. If you are a proactive problem-solver with a passion for project management, we encourage you to apply.
Benefits
- Competitive hourly rate based on experience, knowledge, and performance.
- Weekly Pay
- Paid Time Off
- Paid Holidays
- Dental Insurance
- Health Insurance
- Flexible Spending Account
- Vision Insurance
Key Responsibilities
This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.
General Coordination
· Document and distribute meeting minutes as needed to ensure clear communication and accountability between all parties involved.
· Maintain and update project details in Service Fusion, excluding turnover/scope and final scheduling.
· Keep shared tracking sheets current by adding new, pending, and completed projects.
· Provide necessary plots and prints to field staff.
· Coordinate and schedule meetings upon request.
· Identify and report potential project risks or concerns to the Project Manager.
· Future Responsibility (After 90 Days): Prepare and send project status reports and updates via email to clients for projects valued under $15k.
Document Control
· Create and manage folder structures for Sales and Field Operations in Google Drive upon receiving an executed contract, using standardized templates to ensure consistency. Sales and Field Operations each have tailored folder setups, with Sales following a more detailed structure and Field Operations having a simplified version containing only essential final documents for installation.
· Verify and upload final installation documents to the Field Operations folder, Service Fusion, and System Surveyor.
Project Scheduling:
- Notify clients of project schedules based on the Master Schedule provided by the Project Manager.
- Verify and confirm onsite contact information, installation dates and times, as well as the installation address.
Pre-Bid
- Complete new vendor forms required for bid documents.
Shipping & Receiving
- Create material lists based on Sales Estimates.
- Verify material lead times.
- Manage asset tagging.
- Stage materials internally at the warehouse.
· Coordinate the receipt of materials and equipment, ensuring all items match purchase orders and are in good condition.
· Oversee the inspection of incoming shipments and manage any discrepancies or damage claims with vendors.
· Organize and track the storage of materials in the warehouse, ensuring efficient use of space and accessibility for project needs.
· Prepare and schedule the shipment/pick-up of materials and equipment to job sites, ensuring timely delivery according to project timelines.
· Maintain accurate records of all inbound and outbound shipments, updating project files and tracking systems accordingly.
· Communicate with vendors, carriers, and internal teams to resolve any shipping or receiving issues promptly.
Project Closeout
- Archive records for warranty and future service use upon project completion (Internal Closeout).
- Complete client closeout requirements as directed by the General Contractor.
Other Duties
· Performs other duties and responsibilities as requested or required.
Qualifications
- A valid Driver's License and good driving record
- Must be able to pass a pre-employment background check.
- Robust problem-solving abilities.
- Superior communication with co-workers and clients
- Teamwork attitude!
- Reliable, on time, and committed to working 40 hours per week.
- The ability to trouble-shoot and think critically, with attention to detail.
- Must be able to travel, as needed in SE WI.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
Work Schedule Education and/or Experience
Between the hours of 6:00 a.m. to 6:00 p.m. Monday through Friday. Schedule may vary based on customer demands and can include, but is not limited to, nights, weekends, and holidays.
Education and/or Experience
· Education: A bachelor’s degree in project management, Business Administration, Construction Management, or a related field is preferred. However, equivalent work experience in project coordination or management may be considered in lieu of formal education.
· Experience: A minimum of 2-3 years of experience in a project coordination or administrative support role, preferably within the construction, security systems, or related industries. Experience with project management software and tools (e.g., Service Fusion, System Experience in construction industry environment preferred
· Excellent Microsoft Outlook, Excel, and Word skills
· Basic financial knowledge and skills—ability to understand basic financials such as accounts receivable/payable, purchase orders, work orders, etc.
· Solid organizational skills and the ability to handle multiple projects tasks simultaneously
· Excellent attention to detail
· Strong verbal, written and interpersonal communication skills
· Strong flexibility to adapt to changing priorities and direction in a dynamic work environment
· Shows initiative – regularly engages in proactive behavior and looks for opportunities
· Strong ability to facilitate a collaborative working environment for customers and team members
Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, clients, customers, and the general public.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
About us
Complex Security Solutions was established in 2014 WI by colleagues and field veterans. Located in SE Wisconsin, Complex saw an increased demand for cutting-edge solutions and opened a second location in Madison, WI in 2020. Complex has since grown to over 30+ employees and continues serving Wisconsin and Illinois. The company contains multiple divisions of Security Solutions, Line Voltage Solutions, Structured Cabling & Fiber Optics Solutions, and our newest division of Managed IT Services. Complex’s commitment is to provide innovative solutions that meet our clients’ needs and exceed their expectations. We work with our customers to find appropriate security, electrical, structured cabling and fiber optics, as well as fire solutions, and ensure we take the most comprehensive approach to every opportunity and project we embark upon.
Complex Security Solutions is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
Note: This job description might require further tailoring based on specific company or organizational needs.
