Senior Project Administrator

Are you seeking an opportunity to join a dynamic and innovative company dedicated to delivering a comprehensive range of safety identification products and services? Marking Services, Inc. (MSI) is a global leader in creating safety identification products such as pipe markers, valve tags, safety signs, and more for diverse industries worldwide.

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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.

KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate degree in Business Administration, Project Management, Construction Management, Operations Management, or a related field preferred. Equivalent combination of education and experience may be considered.
• 5+ years of project coordination, operations coordination, construction administration, field service support, or related experience.
• Experience supporting multiple concurrent projects in a fast-paced environment.
• Experience working with field operations, technical services, construction, industrial, or manufacturing environments preferred.
• Strong organizational and project coordination skills.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Ability to track and communicate project status effectively.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Experience with project management software, ERP systems, scheduling tools, or project tracking platforms preferred.
• Ability to work independently while collaborating effectively across departments.
• Customer-focused mindset with a commitment to responsiveness and accuracy.

Physical Demands and Work Environment:

There is a minimal risk of injury. Work hours are generally during normal business hours and average at least 40 hours a week. May require some additional hours when working with internal/external customers and/or business needs arise. May attend meetings on client sites. Consistent and regular attendance required.

Equal Opportunity Employer, including Veterans and Individuals with Disabilities.

At MSI, we offer competitive wages, a comprehensive benefits package, work-life balance, a stimulating work environment, and a casual dress code. xhyhwjd Join our team of dedicated professionals who value teamwork, innovation, and personal growth.

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