ATS Integrated Solutions - Project Coordinator

Sales

• Book projects sold and all change orders.
• Create schedules of values and project budgets based on sales estimates.
• Maintain booking and change-order tracking logs.

Procurement

• Evaluate material requests and orders.
• Receive, review, and qualify requests from Engineering, Project Managers, and field personnel.
• Compare costs against project budgets.
• Forward approved requests to the Procurement Administrator for ordering.
• Maintain an inventory of surplus project materials and determine whether items should be reassigned, used as overhead, or returned for credit.

Project Administration

• Notify customers when the sales-to-operations handoff is complete and introduce the first points of contact.
• Provide certificates of insurance as required for projects.
• Aid in forecasting ATS labor and material costs in the forecasting system (in coordination with Project Managers).

Subcontractor Management

• Prepare, issue, and manage all subcontract agreements.
• Verify terms and conditions, contract amounts, subcontractor setup status, and current COI documentation.
• Update subcontractors with all change-order notices throughout project execution.

Operations Team Administration

• Maintain and track operations team training certifications.
• Aid Project Managers in coordinating operations manpower schedules, vacations, and team calendars.
• Review operations team timesheet entries to ensure consistency and accuracy.

Document Management

• Manage all project files, including electronic and paper documentation (Odin, N-Drive, Teams): scope, contracts, purchase orders, change orders, subcontracts, etc.
• Maintain the overall project tracking sheet system.
• Prepare and provide project closeout documents to customers.

Billing

• Generate and issue invoices for all Operations and Service projects.
• Review and distribute monthly billing statements once completed.
• Reconcile billing records with financial reports for accuracy and consistency.
• Aid Project Managers in regularly evaluating and communicating the financial performance of projects.

Collections

• Monitor accounts receivable for all Operations and Service projects and follow up with customers to ensure timely payment.
• Resolve billing discrepancies or disputes in collaboration with the appropriate teams.
• Prepare and issue collection letters or notices as needed.
• Provide regular updates to management on outstanding accounts and collection status.

Miscellaneous Support

• Occasionally perform parts or office-material pickup and delivery runs to project sites.
• Pull required electrical permits as needed.
• Serve as backup for Service PC administration when necessary.
• Serve as AP backup for specific duties as needed.
• Familiarity with construction means and methods.
• Detail-oriented with a high level of accuracy in work.
• Excellent communications and interpersonal skills.
• Ability to work on mid to long-term projects and still react to unanticipated demands for your time (customer phone calls, team support requests, etc.).
• Strong analytical skills.
• Strong multitasking skills.
• Strong time management and organizational skills.
• Ability to work independently and unsupervised.

Qualifications

• An understanding of Building Mechanical, Control Systems, and / or Security Systems is a plus.

Skills

• Work environment and physical demands: Non-remote, in-person office work environment at our Louiseville location. Consistent typing and spending much of your time seated at a desk or computer. Small repetitive motion with mouse and keyboard are required. Lifting and exerting up to 50 pounds of force occasionally, and/or up to 20 pounds more frequently is required. Must be comfortable climbing a ladder infrequently.

Compensation And Benefits

• Full-time, exempt. Typical Monday – Friday working hours with flexibility as needed.

Credentials And Experience

• Preferred degree in business administration, supply chain management, or 5+ years of experience in an administrative role.
• Proficiency in office software, such as Microsoft Office Suite or equivalent tools.
• Familiarity with scheduling, procurement, and financial tracking systems and reports.