Project Coordinator

Project Coordinator

The Project Coordinator provides administrative and logistical support to Project Managers, field technicians, and internal operations teams. This role helps keep project information, documentation, tickets, schedules, procurement records, and job materials organized and up to date.

This is a project-support position, not a Project Manager position. The Project Coordinator works primarily behind the scenes to assist with project execution. The Project Manager remains responsible for project scope, customer communication, project deliverables, budget review, change order approval, technical coordination, and final project closeout.

The Project Coordinator may communicate with customers for limited scheduling purposes, such as coordinating available onsite work dates or confirming service ticket scheduling. Broader customer communication, project meetings, scope discussions, and project status updates are handled by the Project Manager unless otherwise directed.

Responsibilities

• Create and update project tracking sheets, device lists, labels, and related project documentation.
• Create and update project phases, project tickets, and service tickets within ConnectWise or other company systems.
• Assist with preparing project submittals using information provided by the Project Manager, Sales, Engineering, or approved project documentation.
• Support product procurement by processing approved purchasing requests, entering procurement information, and maintaining related records.
• Assist with scheduling project work, onsite service tickets, and technician availability as directed by the Project Manager or Service Manager.
• Process approved change orders administratively, including preparing documentation, updating internal systems, and routing information to the appropriate manager or sales representative.
• Process approved project and service orders with vendors, track order status, monitor backorders and procurement delays, update internal systems, and escalate any issues that may affect schedule, cost, or project delivery to the Project Manager.
• Coordinate receiving of ordered materials, verify received quantities against vendor packing slips or purchase records, and update ConnectWise or other internal systems as required.
• Pull, stage, pick, and ship parts for technicians based on approved project documentation, tickets, or packing slips.
• Print packing slips and update pick/ship information in ConnectWise or other company systems.
• Coordinate delivery of parts to customer sites when needed.
• Maintain and organize project documentation throughout the project lifecycle.
• Assist with closing documentation packages, including collecting completed forms, labels, device sheets, photos, notes, and other required records.
• Monitor the ConnectWise service board for tickets in designated scheduling statuses and coordinate scheduling as required.
• Attend project meetings, internal meetings, customer meetings, or onsite walkthroughs as requested to take notes and document follow-up items.
• Communicate internally with Project Managers, Service, Sales, Purchasing, and field staff to help keep administrative tasks moving forward.
• Escalate missing information, scheduling conflicts, procurement concerns, or documentation issues to the Project Manager.
• Manage commercial projects as needed.
• Quote and execute material sales.

Role Boundaries

The Project Coordinator is not responsible for overall project ownership or technical project management. The following responsibilities remain with the Project Manager or other designated management personnel:

• Reviewing the statement of work, project scope, and project deliverables.
• Leading customer meetings or acting as the primary customer contact.
• Defining project phases, deliverables, or technical requirements.
• Reviewing project tickets for technical accuracy or completeness.
• Approving purchases, selecting substitute products, approving additional costs, changing project scope, or making schedule-impacting procurement decisions without direction from the Project Manager.
• Assigning project work to internal staff, subcontractors, or external resources.
• Reviewing, approving, or pricing change orders.
• Sending change orders to the Sales Account Representative for approval or customer presentation.
• Verifying technical parts requirements or confirming that staged parts fully satisfy the project scope.
• Verifying employee timesheets.
• Closing the project financially or operationally.

Qualifications

Requirements

• Strong organizational skills and attention to detail.
• Ability to manage multiple administrative tasks and priorities at the same time.
• Good written and verbal communication skills.
• Ability to work with Project Managers, technicians, service staff, sales staff, and purchasing personnel.
• Comfortable using Microsoft Office applications, including Excel, Word, and Outlook.
• Ability to learn and maintain information in ConnectWise or similar ticketing/project management systems.
• Ability to follow established processes and escalate questions or issues when needed.
• Basic understanding of project coordination, scheduling, documentation, purchasing, and service ticket workflows.
• Professional customer communication skills for limited scheduling-related contact.
• Valid driver's license may be required if delivering parts or materials to customer sites.

Preferred Qualifications

• Experience in an administrative, scheduling, dispatch, purchasing, service coordination, or project coordination role.
• Experience using ConnectWise or a similar PSA/ticketing system.
• Experience supporting field technicians or service/project teams.
• Experience in security, low-voltage, IT, construction, or technical service environments is helpful but not required.

PHYSICAL DEMANDS & WORK ENVIRONMENT Work hours will vary depending on assignments, client schedules, project deadlines, and the needs of the company. Workweeks may exceed 40 hours and may involve any of the 7 days of the week, depending on the needs of the business. The work environment may be fast-paced and stressful or may also be quiet and slow-paced. All environments and pace of work will require alertness and ability to perform under pressure.

While performing the duties of this job, the employee must be able to sit, stand, and walk for variable amounts of time throughout an assigned shift; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; occasionally stoop, kneel, or crouch. The employee must occasionally lift and/or move objects 25 pounds or more. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Frequently engages in mental concentration, analysis, and formulation.

About Tarian

Tarian stands out as North America's foremost expert and trusted security partner, a distinction attributed not only to the solutions and services we provide but also as a testament to the incredible individuals on our team. Their diverse backgrounds and experiences continuously drive innovation and excellence across our company, enabling our growth and success.

At Tarian, we believe in the extraordinary power of people to enact positive change. Our vision is to shape a future where safety and security are not only foundations for enduring success but also powerful catalysts for positive change.

Be Extraordinary. Always. Join Tarian in safeguarding what matters most.

Tarian is an equal opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply.

State Security Licensing

New York

State Security Licensing Number

New York - New York - Tarian - 11000226085