Associate Project Coordinator Jobs

The Associate Project Coordinator is a developmental PMO role that supports Project Managers and Project Coordinators through CT documentation review, photo review, document compliance, reporting, and project administration. This role also serves as a backup to the Scheduler and participates in structured training to develop future Project Coordinator capabilities. The ideal candidate is detail-oriented, process-driven, and committed to continuous improvement, with the ability to learn quickly, identify documentation or process gaps, and support corrective action through established procedures.

Approximately 75% of the work performed in this role utilizes Smartsheet as the primary platform; however, the work spans CT documentation review, scheduling support, reporting, workflow administration, and Project Coordinator development rather than document management alone.

ORGANIZATION

• Individual contributor role within Operations and the PMO; no direct reports.
• Works closely with Project Coordinators, Project Managers, the Scheduler, Engineering, Field Operations, Customer Success, and other internal stakeholders.
• Initially supports defined workstreams while building the knowledge and experience needed to grow into a full Project Coordinator role.

PRIMARY DUTIES AND ACCOUNTABILITIES

CT Documentation & Documentation Review Support

• Assist Project Coordinators with CT documentation review, validation, and administration.
• Review project documentation for completeness, accuracy, proper naming, and readiness for CT and closeout workflows.
• Support photo review by validating completeness, organization, labeling, and alignment with project documentation standards.
• Review and track required CT-related artifacts, including applicable network schedule evidence, AV9000/commissioning records, redlines/as-builts status, programming evidence, and supporting project records.
• Maintain CT status, documentation tracking, reporting, follow-up actions, and data quality in Smartsheet; approximately 95% of CT documentation management activity is performed in Smartsheet.
• Identify missing or inaccurate documentation, communicate gaps to the appropriate owner, and support corrective follow-up through established PMO processes.

Scheduler Backup & Resource Coordination

• Serve as backup to the Scheduler during absences, workload spikes, or other business needs.
• Assist with resource placeholders, schedule updates, staffing requests, and labor allocation support.
• Coordinate scheduling details with Project Managers, Engineering, Field Operations, and other internal stakeholders.
• Monitor schedule conflicts, resource constraints, and handoff risks, escalating issues that require leadership or Project Manager direction.
• Maintain accurate scheduling and resource planning information in Smartsheet and other applicable scheduling tools.

Project Coordinator Development & Training

• Participate in structured Project Coordinator training and mentorship to build foundational PMO and project lifecycle knowledge.
• Learn project documentation standards, project communication practices, action item tracking, meeting support, reporting, procurement coordination, and closeout procedures.
• Shadow Project Coordinators and Project Managers to understand project execution, stakeholder communication, and process expectations.
• Progressively assume additional Project Coordinator duties as skills, judgment, and experience increase.
• Contribute to continuous improvement by identifying process gaps, documentation vulnerabilities, and efficiency opportunities while following established correction and escalation paths.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned from time to time; or the scope of the job may change as necessitated by business demands.

EDUCATION & CERTIFICATIONS

• Required Education: High School Diploma or equivalent.
• Required Certification/Training: Smartsheet training – beginner & intermediate or certification
• Preferred Education: Associate or Bachelor’s degree in Business, Project Management, Operations, Construction Management, or a related field.
• Preferred Certification: CAPM, CTS, or other relevant project management or audiovisual industry certification.

EXPERIENCE

• Required: Minimum one (1) year of project coordination, project administration, document control, scheduling support, operations support, or related business experience. Experience maintaining documentation, records, trackers, or project information within a business system or project management platform.
• Preferred: Experience supporting construction, audiovisual, technology, engineering, manufacturing, or professional services projects. Experience supporting quality assurance, documentation compliance, closeout, or resource scheduling processes.

SKILLS & ABILITIES

• Required Skills: Intermediate Smartsheet proficiency, including sheet maintenance, reports, forms, filters, cross-sheet references, basic dashboards, workflow automation, data management, and documentation tracking. Intermediate Microsoft 365 proficiency, including Excel, Teams, Outlook, and SharePoint.
• Preferred Skills: Advanced Smartsheet skills, including Dynamic View, Data Shuttle, DataMesh, advanced dashboards, and reporting optimization.
• Required abilities: Strong attention to detail, documentation accuracy, organization, and data quality. Ability to learn quickly, apply established processes, identify documentation gaps, and follow through on corrective actions. Strong written and verbal communication skills with the ability to work effectively across Project Managers, Project Coordinators, Scheduler, Engineering, Field Operations, and other stakeholders. Ability to prioritize multiple assignments, meet deadlines, and maintain professionalism in customer-facing or sensitive work environments.
• Preferred abilities: Familiarity with project lifecycle processes, resource scheduling concepts, and quality documentation standards.