Project Specialist

Project Coordinator

Location : Austin, TX

Schedule : Full-time, On-site

Industry : Professional Services – Project Delivery Support

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Overview

A growing project delivery firm is seeking a Project Coordinator to support multiple project managers across active initiatives. This role provides operational, administrative, and workflow support throughout the full life cycle of commercial projects. The ideal candidate is highly organized, detail-focused, and comfortable managing a high volume of priorities in a fast-paced environment.

Core Responsibilities

• Provide ongoing administrative and operational support to project managers across active engagements.
• Maintain accurate records and project data within internal tracking systems, ensuring information remains current and audit-ready.
• Prepare routine progress summaries, client updates, and project status documentation.
• Participate in internal and external project meetings, capture detailed notes, and distribute action items.
• Assist with bid coordination including issuing requests, organizing responses, summarizing comparisons, and preparing award materials.
• Facilitate documentation for contract activities including routing, tracking, and confirmations.
• Support change documentation by organizing requests, tracking approvals, and maintaining required records.
• Oversee collection and verification of documentation tied to contractor payments and compliance requirements.
• Coordinate project-site documentation needs such as progress photos or milestone reporting.
• Assist with end-of-project documentation packages and required closeout materials.
• Manage competing timelines and shifting priorities while maintaining accuracy.
• Perform additional project support tasks as assigned.

Qualifications

Bachelor’s degree preferred.

One to five years of administrative, project coordination, or operations support experience.

Experience in deadline-driven or project-heavy environments strongly preferred.

Strong proficiency with Microsoft Office (Excel, Word, Outlook) with the ability to learn new tools quickly.

Excellent written and verbal communication skills.

Strong organizational discipline, time management, and follow-through.

Comfort working in a collaborative, team-oriented environment.

Ability to anticipate needs, manage details, and proactively resolve issues.