Project Coordinator

Project Coordinator

Atlas Field Services (AFS) is seeking an organized and proactive Project Coordinator to support our client's site and facilities management Enterprise Safety program. The Project Coordinator operates as a third-party administrator embedded in the Safety project, working closely with Prime contractors, Client teams, and internal AFS leadership to keep projects on track.

This is primarily a remote position. The role requires strong communication skills, keen attention to detail, and proficiency in Microsoft applications and project tracking platforms. The goal of this position is straightforward: keep information accurate, communication clear, and deadlines on track.

Essential Duties And Responsibilities

Include the following. Other duties may be assigned.

Scheduling & Coordination:

• Create and update project schedules on a weekly basis
• Collect available project lists from Prime contractors weekly; track responses and follow up on non-responses
• Coordinate with Prime contractors and Client stakeholders to schedule field operations and safety observations
• Dispatch and coordinate field operations with contractors and other stakeholders as needed
• Facilitate forums, training sessions, and meetings, including taking and distributing meeting minutes
• Coordinate quarterly forums, including reserving facilities, managing logistics, communicating details to attendees, and handling last-minute changes
• Obtain weekly approvals for invoicing, Overtime, and Per Diem authorizations

Data Management & Reporting:

• Maintain accurate and current project data across all tracking platforms, including Fulcrum, ISN, SafetyNet, Survey123, Mirata, and the PMO portal
• Establish and maintain organized file and data repositories in accordance with project storage and access requirements
• Update project availability and status in tracking systems daily, validating against Prime confirmations and documented communications
• Collect, review, and enter monthly PMO data submissions from Prime contractors; return incomplete submissions for correction
• Validate PMO portal entries against Prime documentation and resolve discrepancies
• Update and maintain an active and inactive list of all project subcontractors
• Document and maintain all project-related records as instructed by the client
• Immediately flag discrepancies between internal tracking systems and Prime communications to the Atlas Supervisor
• Continuously identify opportunities to improve tracking, reporting, and data management processes for greater efficiency
• Backfill and support ISN Business Analyst as needed

Project Closeout & Compliance:

• Identify projects requiring closeout and communicate outstanding requirements to relevant parties
• Track closeout completion, follow up as needed, and confirm all required documentation is received before a project is closed
• Update project status in systems upon closeout confirmation
• Provide ISN contractor compliance support as requested by the client or as needs arise
• Coordinate and track annual Prime project evaluations, ensuring all evaluations are completed and logged in designated systems by specified deadlines

Communication & Administrative Support:

• Provide administrative support to the client and stakeholders, including information distribution, response to inquiries, and general communication support
• Maintain clear, professional communication with all parties; always include deadlines and next steps in correspondence
• Document key decisions and commitments in email or tracking tools
• Escalate issues early when deadlines are at risk or information is falling behind
• Assume other duties as assigned by the client or Atlas Program Management

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Two (2) or more years of experience in administrative support, project coordination, or a related role
• Proficiency in Microsoft Office applications, with strong Excel skills required
• Experience with project tracking and data management platforms; familiarity with Fulcrum, ISN, SafetyNet, Survey123, Mirata, or similar tools is desired
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment
• Highly organized with exceptional attention to detail and accuracy
• Strong written and verbal communication skills; ability to communicate clearly and professionally with contractors, clients, and internal leadership
• Experience coordinating with external contractors or third-party stakeholders is preferred
• Ability to work independently and exercise sound judgment in a remote work environment
• Comfortable with technology and capable of quickly learning new platforms and systems

Work Environment:

This role is primarily remote. The Project Coordinator works from a home office environment and uses digital tools for the majority of day-to-day work. Occasional travel to a client office or project site may be required as directed by the client. Standard full-time schedule applies, with flexibility required around project deadlines and quarterly forum coordination.

Candidates must currently reside in the state of California. Candidates located within or near the client's service territory — the San Ramon and Stockton, CA areas — are strongly preferred, as this role requires periodic in-person presence to support client meetings and site visits.

Job Type: Full Time

Pay Range: $40/hr. - $45/hr.

AFS is an Equal Opportunity Employer

Atlas Field Services is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. The Company makes hiring decisions based solely on qualifications, merit, and business needs at the time.