Project Coordinator

Team: Public Safety

Location: Middletown, RI

Commitment: Full-time

Workplace Type: hybrid

The day-to-day responsibilities include:

Project Coordination and Administration

• Maintain schedules, milestone dates, action owners, open items, and deliverables in Monday.com and SharePoint. Follow up on commitments, verify completion with responsible parties, and report delays or missing information.
• Prepare agendas, meeting notes, status updates, and standard project documents. Keep quotes, statements of work, bills of materials, drawings, and approved revisions organized and accessible.

Internal Coordination

• Track engineering, software, configuration, testing, production, and shipment deliverables against the approved schedule. Confirm status and availability with the responsible departments.
• Prepare and route internal requests and handoff packages. Track prerequisites and obtain readiness confirmations from the responsible technical teams for planned activities; escalate missing prerequisites or resource conflicts.

Field and Installation Support

• Coordinate site access, customer contacts, deliveries, installer availability, and approved travel or other field logistics.
• Collect installation updates, maintain punch lists and open-issue records, and follow up through documented completion. Promptly route field issues to the Project Manager and appropriate technical resources.

Subcontractor and Vendor Coordination

• Track purchase-order status, vendor deliveries, and subcontractor commitments within approved scopes and schedules.
• Collect field reports, invoices, supporting records, and change requests for Project Manager review. Flag discrepancies between documented scope, reported work, and invoicing.

Customer Coordination

• Serve as a routine coordination contact for assigned work. Arrange customer meetings, site visits, testing, and training; document decisions, commitments, and action items.
• Request and track customer-provided site-readiness, network, interface, and access information using requirements supplied by the technical teams. Refer technical questions to the appropriate specialists and potential scope changes to the Project Manager.

Project Closeout

• Collect required training records, test results, customer acceptance documents, and other deliverables. Track missing records and outstanding punch-list items for Project Manager review.
• Organize closeout files and support the handoff to Customer Support, including the documentation needed for financial and administrative closeout.

Role and Decision Authority

The Project Coordinator owns accurate records, timely communication, and follow-through on assigned work. The Project Manager retains overall project accountability. The coordinator does not independently approve scope or budget changes, authorize additional work or payments, change customer commitments, or authorize operational cutover. These decisions remain with the Project Manager and applicable approval authorities. Technical approvals and customer acceptance remain with the designated technical personnel and customer representatives

Qualifications:

Core Knowledge, Skills, and Abilities

• Organization and prioritization: Ability to maintain schedules, recognize task dependencies, and coordinate multiple assignments within established priorities.
• Communication: Clear, professional written and verbal communication with customers, vendors, subcontractors, and internal teams.
• Ownership and follow-through: Ability to advance routine work without repeated prompting, obtain status updates, and verify completion rather than simply send reminders.
• Accuracy and document control: Attention to detail in records, quantities, dates, and document revisions; proficiency with Microsoft Office applications and ability to learn project tracking tools.
• Scope awareness: Ability to use quotes, statements of work, and bills of materials to identify deliverables, responsibilities, missing information, and potential changes requiring PM review.
• Technical aptitude: Ability and willingness to learn FSAS components, CAD interfaces, and basic network and remote-access concepts. Engineering-level expertise is not required.
• Judgment and escalation: Ability to report status accurately, identify risks or blockers early, and recognize when a decision requires PM or technical approval.

Preferred Experience and Education

• Two (2) or more years of experience in project coordination, project administration, operations, construction, technical services, or a related environment is preferred.
• An associate or bachelor's degree in business, project management, engineering, technology, or a related field is preferred; equivalent relevant experience will be considered.
• Experience supporting technical, systems integration, or field installation projects and familiarity with Monday.com, SharePoint, Jira, or similar tools are desirable. Prior FSAS or CAD experience is helpful but not required.

Travel and Customer Access

Some travel may be required for customer meetings or to support installation, testing, training, and cutover activities, depending on project needs.