Project Coordinator

Job Description

Job Description

Overview
The Projects Coordinator serves as the operational backbone of the field services team. This role is responsible for ensuring daily administrative and logistical functions run smoothly — from scheduling and communications to equipment coordination and documentation. The ideal candidate is highly organized, self-directed, and proactive in anticipating needs before they become problems.

Key Responsibilities

Scheduling & Communications

• Answer incoming phone calls promptly and professionally
• Schedule surveys and coordinate appointments with external contacts and field teams
• Manage the scheduling calendar and communicate changes proactively

Mailings & Correspondence

• Prepare and process all outgoing mailings; make post office runs as needed
• Track mailing deadlines and maintain a log of sent correspondence
• Ensure all outgoing materials are complete, accurate, and sent on time

Field Equipment & Reporting

• Set up seismographs and perform daily equipment checks
• Verify machines are functioning properly for onsite technicians
• Compile photo reports from field activity and maintain organized records

Administrative Support

• Provide direct administrative support to the Director/Owner
• Maintain consistent file organization and document formatting standards
• Assist with general office tasks and step in proactively where needed

Required Skills & Qualifications

• Proficiency in Microsoft Outlook, Word, and Excel — daily use required
• Experience with Nomis or willingness to learn quickly
• Strong organizational skills and attention to detail
• Consistent and professional document formatting habits
• Ability to prioritize competing tasks and manage time independently
• Clear written and verbal communication skills
• Proactive mindset — takes initiative without waiting to be told

Preferred Experience

• Background in construction, inspection, or field services administration
• Experience supporting senior leadership or an owner/operator directly
• Familiarity with seismic or environmental survey workflows (a plus, not required)

Work Environment & Schedule

This is a full-time, in-office position. Core hours are Monday through Friday, 9:00 AM to 5:00 PM. The role requires reliable presence and consistent availability — field teams and external contacts depend on this position being reachable and responsive during business hours.