Project Coordinator

Position Summary:
We are seeking a highly organized and detail-oriented Project Coordinator to oversee the scheduling, tracking, and execution of projects. The ideal candidate will manage communication between teams, track project progress, ensure adherence to schedules, and provide accurate reporting. This role requires excellent multitasking skills, the ability to work with scheduling and project management software, and strong interpersonal communication to engage with technicians, vendors, and customers effectively.

Responsibilities

Daily, Weekly, and Monthly Tasks:

• Tech Scheduling & Tracking:
• Update technician schedules daily/weekly using scheduling software.
• Confirm technician check-ins at assigned locations.
• Proactively reach out via call/email to address late or incomplete check-ins.
• Project Management (Monday.com):
• Update and track project progress, adding details and widgets as needed.
• Set up weekly reporting metrics for ongoing projects.
• Assist with data imports upon request.

Installation Tracking:

• Review installations completed daily and cross-check with records.
• Verify end-of-day sheets and ensure technicians submit all records into Fast Field.
• Compare internal records with OEM records, verifying serial numbers and vehicle associations.
• Fill out and submit online customer forms (e.g., Motive FSP) as required.
• Send verified daily reports to customers/OEMs, updating tracking sheets or Smart Sheets.
• Ensure completed locations have submitted necessary end-of-location forms.
• Escalate and verify unaccounted-for tasks by contacting technicians directly.
• Send customer acceptance forms when requested for project closure.

Vendor/Customer Meetings:

• Attend regular meetings to discuss project status and vendor relationships.
• Utilize AI call summaries to stay updated on project events and status changes.

Reporting:

• Prepare and distribute weekly reports summarizing:
• Installations completed per customer.
• Delays or shortcomings on installer or ETI.
• Missed installations due to customer-related issues.
• Escalate delays and issues in real time, ensuring detailed communication to relevant parties.

Issue and Delay Management:

• Report delays and issues promptly and with detailed explanations.
• Follow pre-established communication procedures agreed upon with customers.
• Escalate issues to the main point of contact (POC) and copy the management team as needed.

Technician Interaction:

• Provide technicians with detailed job assignments at least one week prior to project start.
• Share key project details, including:
• Location, start and end dates, scope of work, vehicle lists, onsite POC, and start times.
• For large projects, include any additional necessary details.
• Ensure technicians on routes receive new location details and vehicle lists 24 hours in advance.

• Proven experience in project coordination or similar roles.
• Proficiency in project management tools (e.g., Monday.com, Fast Field, Smart Sheets).
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to analyze data and create detailed reports.
• Experience working in a fast-paced environment, handling multiple priorities.

Key Competencies:

• Attention to detail.
• Proactive problem-solving.
• Accountability and follow-through.
• Strong interpersonal and team collaboration skills.

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.
• Payment: All payments for your services will be handled directly by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you.
• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client's business needs and any specific policies or preferences they may have in this regard.

Salary: $5 - $6.5 / hr

Timezone: 5PM - 2AM EST