Electric Power Project Coordinator

About the role

The Electric Power Project Coordinator provides administrative, operational, and customer support for Electric Power Sales Project Managers within a Caterpillar Power Systems dealership. This role is responsible for coordinating project documentation, equipment orders, invoicing, and scheduling activities throughout the project lifecycle. The ideal candidate is highly organized, detail-oriented, team-oriented, and proficient in Procore and dealership business systems. The Project Coordinator serves as a key liaison between sales, customers, Caterpillar, vendors, accounting, service, and operations teams to ensure projects are properly documented, tracked, and executed. Success in this role requires the ability to work effectively in a collaborative team environment, communicate openly, support shared goals, and build strong working relationships across departments.

Responsibilities

• Support multiple electric power projects from order placement through project closeout.
• Maintain project files, documentation, and tracking logs.
• Coordinate internal communication between sales, engineering, operations, purchasing, and service departments.
• Schedule meetings and follow up on action items.
• Prepare project status reports and administrative documentation.
• Create and maintain project records within Procore.
• Create, maintain, and improve Procore workflows for new projects to support consistent project setup, documentation routing, approvals, and project controls.
• Upload and manage project documents, drawings, specifications, contracts, and correspondence.
• Generate project reports and distribute information to internal and external stakeholders.
• Support field personnel with Procore documentation and project updates.
• Work with the Procore supplier and internal stakeholders to evaluate, implement, and support new Procore tools, features, and process improvements.
• Place equipment orders with Caterpillar and approved suppliers.
• Ensure accurate order entry, configuration, pricing, delivery requirements, and supporting documentation.
• Track order status and communicate delivery updates to project managers.
• Compile, review, and distribute customer invoices in accordance with contract terms and project milestones.
• Coordinate with project managers to ensure all billable equipment, services, and change orders are properly documented and invoiced.
• Work with Project Managers to confirm billing milestone accuracy and ensure invoicing aligns with contract terms, project progress, and customer requirements.
• Maintain invoice records and supporting documentation.
• Work closely with internal Accounts Receivable personnel throughout all phases of the project.
• Monitor payment status and assist with collection efforts as needed.
• Support project closeout by ensuring billing activities are completed and payment issues are resolved.
• Serve as an alternate point of contact for routine customer and vendor inquiries when the Project Manager is unavailable, helping route questions, provide status updates, and maintain timely communication.
• Coordinate project information between customers, contractors, vendors, and internal departments.
• Assist in resolving documentation, scheduling, and administrative issues.
• Promote the consistent use of