Project Coordinator

Project Coordinator Contract to Hire

Location: Chesapeake, VA

Position Overview: We are seeking an experienced Project Coordinator to support engineering and construction projects in a fast-paced, team-oriented environment. This contract-to-hire role works closely with Project Managers and cross-functional project teams to ensure effective coordination, documentation control, communication flow, and project execution support from initiation through closeout.

The Project Coordinator plays a key role in facilitating project information, maintaining documentation accuracy, tracking deliverables, and supporting administrative and operational functions across multiple stakeholders including clients, vendors, suppliers, and internal teams.

Key Responsibilities:

• Facilitate engineering and construction projects by collaborating with Project Managers and project teams to provide and present administrative project information
• Coordinate internal and external communication between clients, vendors, suppliers, and project teams to support project execution and program needs
• Research and resolve project-related questions and provide accurate responses to stakeholders
• Prepare and present meeting notes, reports, presentations, and data tables using Excel, PowerPoint, Access, and other tools
• Manage project setup activities, documentation compilation, and ongoing updates
• Monitor project deadlines, milestones, and benchmarks; support monthly progress reporting including action items and status updates
• Plan, coordinate, and facilitate on-site and virtual meetings including orientation sessions, stakeholder meetings, team meetings, and project reviews
• Coordinate training programs and maintain training records in collaboration with corporate training teams to ensure compliance requirements are met
• Obtain physical sign-offs and maintain both electronic and paper project files
• Review and verify accuracy of invoices, expense reports, and trip tickets for compliance and timely processing
• Support project office IT coordination by working with internal support departments as needed
• Track accounts receivable items, unbilled issues, and provide follow-up reporting as assigned
• Support project closeout activities and documentation turnover
• Prepare cost forecast updates and run project reporting systems (PPS reports)
• Establish priorities and deadlines for assigned deliverables
• Investigate unbilled project expenses and report findings to the Project Manager
• Assist with preparation of client contracts and subcontracts
• Develop and maintain internal project procedures and documentation standards
• Perform other related duties as assigned
• Ensure compliance with all organizational policies and standards

Requirements:

• Bachelor's degree in a related field and 8+ years of experience, OR
• Associate degree and 10+ years of experience, OR
• High School Diploma/GED and 11+ years of experience in a related role
• Strong ability to work independently with high accuracy, reliability, organization, and problem-solving skills
• Advanced proficiency in Microsoft Word, Excel, Access, and PowerPoint
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills with the ability to interact across all organizational levels
• Experience supporting engineering, construction, or capital project environments strongly preferred

Additional Requirements: This position supports a federal project and is subject to federal drug testing requirements. All candidates must successfully pass a drug test as a condition of engagement. Candidates must be informed that federal requirements apply regardless of individual state laws regarding drug use.

Aspen Technical Staffing CELEBRATING 25 YEARS ~2001-2026~

We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.