Project Coordinator

Job Description

Job Description

Coordinate the build. Track the moving pieces. Keep the project on course.

As a Project Coordinator – Grant Engineering & Construction, at Stimulus Technologies, you’ll support the planning and execution of large-scale fiber builds by tracking engineering deliverables, permitting progress, and construction activity across multiple partners. You’ll work directly with project and construction leadership to ensure designs are delivered, permits are moving, and contractors stay aligned with the overall project schedule, especially on grant-funded projects where timing and documentation are critical.

This role is ideal for someone who enjoys managing complex workflows and keeping multiple stakeholders aligned. You’ll track milestones across design, permitting, and construction, follow up with engineering firms and contractors on key deliverables, and help ensure everything is documented and audit ready. If you’re organized, proactive, and interested in the behind-the-scenes coordination that keeps large infrastructure projects moving, this is a strong opportunity to build experience in engineering and construction project delivery.

Essential Functions

Schedule and Deliverable Tracking

• Maintain and update the master project schedule for Grant-funded projects under the direction of the Project Manager, tracking design, permitting, construction, and turnover milestones.
• Track engineering firm deliverables including HLD, MLD, construction-ready design packages, permitting submittals, and as-built documentation against agreed-upon schedules.
• Track construction contractor progress including mainline build, splicing, testing, and closeout activities against the project schedule.
• Flag overdue or at-risk deliverables and milestone dates to the Project Manager and Construction Manager proactively.
• Maintain project dashboards showing schedule performance, deliverable status, and construction completion percentages for internal leadership and client reporting.
• Track and log all change orders, scope modifications, and schedule revisions with supporting documentation.

Engineering Firm and Contractor Coordination

• Coordinate information flow between the Project Manager, Construction Manager, Permitting Manager, engineering firm, and construction contractors.
• Follow up with the engineering firm on outstanding design deliverables, permitting submittals, inspection reports, and as-built packages.
• Follow up with construction contractors on daily production logs, pay application documentation, and closeout deliverables.
• Route submittals, RFIs, design review comments, and approval requests to the appropriate parties and track response timelines.
• Schedule and coordinate project meetings including weekly construction calls, design review sessions, and client status meetings; prepare agendas and capture meeting minutes and action items.
• Maintain a running action item log across all project stakeholders and follow up on open items to drive closure.

Budget and Invoice Management

• Process and log invoices from the engineering firm, construction contractors, pole owners, and permitting agencies; verify amounts against contracts, SOWs, and approved change orders.
• Route invoices through the approval workflow and track payment status.
• Track project expenditures against budgets and assist the Project Manager with variance reporting and cost forecasting.
• Ensure all expenditures are properly categorized and documented to support Grant reimbursement submissions.
• Assist with preparing cost summaries and budget reports for internal leadership and client reporting.

Grant Compliance and Documentation

• Maintain organized, auditable project records in accordance with Grant program requirements, including schedules, budgets, invoices, deliverable logs, change orders, and correspondence.
• Assist the Project Manager with preparation and submission of Grant progress reports, milestone certifications, and compliance documentation on schedule.
• Compile construction production data, engineering deliverable status, and supporting documentation for grant reimbursement requests.
• Track Grant reporting deadlines and ensure all required submissions are prepared and reviewed before due dates.
• Maintain familiarity with Grant program rules, reporting templates, and compliance requirements; flag potential compliance risks to the Project Manager.
• Support audit preparation by ensuring project files are complete, organized, and readily accessible.

Construction Documentation Support

• Collect and consolidate daily and weekly construction production reports from the Construction Manager and engineering firm.
• Update construction progress trackers with current data on route miles, strand miles, splicing, testing, and make-ready completion.
• Track permitting status in coordination with the Permitting Manager; update the project schedule when new approvals or rejections affect the construction sequence.
• Maintain organized files for construction documentation including inspection reports, daily logs, material delivery records, and contractor correspondence.
• Prepare construction progress summaries for the Project Manager highlighting trends, variances, and areas requiring attention.

Education and Experience

Required

• High school diploma or GED; associate or bachelor’s degree preferred.
• Minimum 2 years of experience in project coordination, administrative support, or operations support, preferably in telecom, broadband, construction, or engineering.
• Strong proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with project tracking tools or scheduling software (e.g., Microsoft Project, Smartsheet, or equivalent).
• Excellent organizational skills with strong attention to detail and the ability to manage multiple concurrent tracking streams and deadlines.
• Strong written and verbal communication skills for coordinating across internal teams, external partners, and clients.
• Ability to work independently and proactively follow up on open items without constant direction.
• Travel up to ten percent.

Preferred

• Experience supporting project management in telecom, broadband, or utility construction environments.
• Familiarity with OSP fiber optic construction terminology, project phases, and deliverables (HLD, MLD, as-builts, splicing, testing).
• Experience with BEAD, RDOF, ReConnect, CAF, or other government-funded broadband deployment programs.
• Experience with grant compliance documentation, reporting, and reimbursement processes.
• Familiarity with invoice processing, budget tracking, and basic cost reporting.
• CAPM certification or coursework toward PMP.

Alignment with Core Values

At Stimulus Technologies, our core values define how we work. The ideal candidate will demonstrate:

• Driven to Grow – Continuously seeks to develop professionally, stays current with industry practices, and pushes to improve processes and outcomes.
• See a Need – Fill a Need – Proactively identifies gaps, obstacles, or opportunities and takes action without waiting to be asked.
• Elevate Others – Mentors teammates, shares knowledge freely, and actively contributes to a positive and collaborative work environment.
• Extreme Ownership – Takes full accountability for results, decisions, and mistakes; does not deflect blame or make excuses.
• Celebrate Success – Recognizes contributions of team members, acknowledges milestones, and fosters a culture where wins are shared.

Stimulus Technologies is an equal opportunity employer. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.