Project Coordinator - 5K Controls

Job Description

Job Description

Position: Project Coordinator

Location: Austin, TX

Reports To: Director of Projects, 5K Automation and Controls

Employment Type: Full-Time

5K Controls is a newly established building automation and energy management company affiliated with Hays Electrical Services — a nationally recognized electrical contractor with over 19 years of experience delivering safe, high-quality electrical solutions across commercial, industrial, and specialty markets. Built on the same foundation of safety, excellence, drive, communication, and client focus that defines Hays, 5K was created to meet the growing demand for intelligent, scalable BAS/EMS solutions across enterprise and multi-site portfolios nationwide. Our mission is simple: to make ourselves indispensable to our clients by delivering technically sound, commercially smart building automation solutions that perform.

Position Summary
The Project Coordinator provides administrative and organizational support to the project delivery team, helping to ensure that 5K’s BAS/EMS projects are tracked, documented, and executed in an orderly and efficient manner. This role works closely with Project Managers and Project Engineers to coordinate schedules, manage project documentation, facilitate communication between internal teams and external stakeholders, and keep projects on track from award through closeout. The Project Coordinator is an entry-to-mid level role that offers a clear path of growth within 5K’s project delivery function.

Key Responsibilities
• Assist Project Managers with scheduling, tracking, and coordinating project activities from award through closeout

• Maintain and update project documentation including schedules, RFI logs, submittal registers, contact lists, and meeting minutes

• Coordinate communication between project teams, subcontractors, field installation partners, and clients as directed by the Project Manager

• Track and follow up on submittals, procurement items, and vendor deliveries to ensure materials arrive on schedule

• Assist in preparing project status reports, WIP updates, and change order logs for internal review

• Maintain organized digital project files in 5K’s project management system, ensuring all documents are current and properly filed

• Support the scheduling and logistics of site visits, commissioning activities, and client meetings

• Process vendor invoices, purchase orders, and billing documentation in coordination with the Project Manager and finance team

• Coordinate onboarding documentation for new projects including subcontractor agreements, insurance certificates, and compliance requirements

• Provide general administrative support to the project delivery department as needed

Qualifications & Skills

Required
• 1-3 years of experience in project coordination, administrative support, or a similar role in a construction, engineering, or technical services environment

• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously

• Proficiency in Microsoft Office (Word, Excel, Outlook) and experience with project management tools (Procore, Smartsheet, or equivalent)

• Clear and professional written and verbal communication skills

• Attention to detail with a commitment to accuracy in documentation and record-keeping

• Associate’s or Bachelor’s degree in business administration, construction management, or a related field, or equivalent experience

Preferred
• Prior experience in a building automation, HVAC controls, electrical contracting, or specialty trade contracting environment

• Familiarity with construction project documentation including submittals, RFIs, change orders, and closeout packages

• Experience using Procore or a similar construction project management platform

Why Join 5K Automation and Controls?
At 5K Automation and Controls, you’re joining a ground-floor opportunity with the backing of an established, financially strong parent organization. You’ll have the resources to do your best work, a team invested in your success, and a culture built on accountability, collaboration, and excellence. If you’re ready to grow with a company that is redefining what a controls company can be — we want to hear from you.

Benefits Include:
• Comprehensive health, dental, and vision insurance

• Generous paid time off and company holidays

• Opportunities for professional growth and advancement within a rapidly scaling organization

5K Automation and Controls is an Equal Opportunity Employer and does not discriminate based on any status protected by applicable law. This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.

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