Project Coordinator

• Coordinate day-to-day execution of small projects (generally under 40 hours total labor).
• Lead smooth transitions from sales to production: conduct kickoff meetings, review project documentation, and collaborate with lead techs to create execution plans.
• Manage project timelines, materials, and resource allocation.
• Act as backup to the Purchasing Manager for material procurement.

• Execute purchase orders from the appropriate vendor from requisition through acknowledgment, ensuring price, terms, and lead‑times match contracts while also taking into consideration price, availability, payment terms and credit lines.
• Communicate daily with internal customers on ordering status of products and changes required.
• Provide advice and guidance to sales and project managers on part selection.
• Provides feedback on products costs to maintain the proposal database.
• Resolve routine supplier issues-late shipments, quantity discrepancies, and credit/debit memos
• Approve all project-related expenses, including subcontractor invoices.
• Ensure timely and accurate customer billing - including progress billings and final invoices.
• Take ownership of project financials post-sales handoff.
• Follow Pro-Tec's project lifecycle to ensure delivery is on time, on budget, and meets customer expectations.
• Serve as the primary point of contact for stakeholders; provide regular updates and escalate issues as needed.
• Support field technicians to ensure they have the tools, information, and materials needed for success.
• Oversee all project deliverables, including installation, documentation, customer training, and transition to the service department for warranty support.
• Ensure accurate and timely documentation in ConnectWise, including: -

• Customer communications and internal notifications
• Kickoff completion
• Project schedules, floor plans, and supporting documentation
• Material orders and technician timecards
• Field closeout process and as-built documentation
• 100% billing before project closure

• 2+ years of project coordination or management experience in physical security, low-voltage systems, or a related field.
• Strong written and verbal communication skills.
• Effective at setting customer expectations, gathering key information, and communicating status updates with clarity and confidence.
• Highly organized with strong multitasking and time management abilities.
• Proactive problem-solver with critical thinking skills.
• Proven ability to collaborate across teams and departments.
• High school diploma or equivalent required; post-secondary education in a technical field or project management preferred.
• PMP, CSPM, or similar certification is a plus.
• Proficiency in Microsoft Office 365 (Outlook, Excel, Teams, etc.).
• Experience with ConnectWise and/or Smartsheet is a plus.
• Must have a valid driver's license and be able to lift up to 25 lbs.
• Must successfully pass a background check, including a driving record review.

Pro-Tec Design