Project Coordinator

Job Title: Project Coordinator Job Description The Project Coordinator supports critical engineering and construction projects by coordinating project team activities and managing project logistics. This role works closely with Project Managers to organize project meetings, track budgets and costs, and oversee the full work order process from creation through in-service and closeout. The Project Coordinator also mentors and trains less experienced project coordinators, helping to build a strong, collaborative project support team. Responsibilities Coordinate project team activities and provide day-to-day support to Project Managers for project logistics and administration.Prepare cost re-projections and explain budget variances related to project spending to support financial transparency and control.Monitor project budgets, projections, and cost tracking, and perform detailed cost analysis to support effective project financial management.Prepare contract requisitions and participate in the bidding process to support contractor selection and procurement activities.Assist in preparing Requests for Proposal and Scopes of Work, prepare bid evaluations, and support the analysis of bid results and contract awards.Coordinate project meetings, including strategy and project planning sessions, kick-off meetings, pre-bid meetings, preconstruction meetings, and ongoing status meetings.Work closely with project team members and communicate on behalf of Project Managers with internal stakeholders such as technical representatives, engineers, and designers.Support Project Managers in preparing and updating project documentation, including project lifecycle management plans, communication plans, checklists, project review board requests, safety plans, and project completion punch lists.Coordinate project logistics, including arranging temporary office and jobsite facilities, securing electricity, permits, and laydown yards, and ensuring project sites are properly set up.Prepare re-projections of project spending and cash flows, monitor budget variances, and perform cost tracking and analysis to support financial reporting.Provide analysis and verification for financial control activities, including those related to compliance and internal controls.Track, analyze, and submit information for un-vouchered liabilities, ensuring accurate financial records for project-related obligations.Develop invoice data for billable work orders and support timely and accurate billing processes.Create contract requisitions and coordinate with supply chain teams to facilitate contract creation, updates, and administration.Work directly with contractors on items such as un-vouchered liabilities, invoices, contracts, proposals, affidavits of completion, and retention requirements.Coordinate the full work order process for projects, from creation of work orders through in-service placement and closing.Prepare work order analysis reports and place work orders in service in a timely and accurate manner.Prepare journal entry reclassifications related to project costs and ensure proper accounting treatment of project expenditures.Complete the Major Plant in Service report and other project completion documentation as needed.Mentor and train less experienced project coordinators, sharing best practices and supporting their professional development. Essential Skills Bachelor’s degree or Associate’s degree in Construction Management, Engineering, Accounting, or Business, or equivalent education and experience.At least three years of experience working on project budgets, financial projections, and cost tracking and analysis.At least three years of experience working with accounting principles, including debits and credits, in a project or financial environment.Strong proficiency with Microsoft Office applications, particularly Excel, including the use of databases and pivot tables for data analysis and reporting.Experience working with financial costing software to track, analyze, and report project costs.Demonstrated ability to coordinate multiple project activities and logistics simultaneously in a structured, deadline-driven environment.Strong written and verbal communication skills to effectively interact with project managers, engineers, designers, contractors, and other stakeholders.Ability to interpret and analyze financial data, identify variances, and clearly explain cost and budget deviations.High level of attention to detail and accuracy in financial documentation, reporting, and project records.Ability to mentor and train less experienced team members in project coordination processes and tools. Additional Skills & Qualifications Background or coursework in construction management, engineering, accounting, or business that supports understanding of project and financial processes.Experience participating in or supporting bidding processes, including Requests for Proposal, Scopes of Work, and bid evaluations.Familiarity with project lifecycle documentation such as project plans, communication plans, safety plans, and completion punch lists.Experience coordinating with supply chain or procurement teams on contracts and vendor management.Comfort working in a technical or engineering-focused environment and collaborating with technical professionals.Strong organizational skills and the ability to manage competing priorities across multiple projects.Proactive, collaborative working style with a focus on teamwork and shared project success. Work Environment This role is based in an engineering office environment that is quiet and focused, providing a professional setting for detailed project and financial work. Engineers and team members typically share offices, encouraging collaboration and frequent interaction. The office culture is laid-back and supportive, with a strong emphasis on teamwork and regular communication among project staff. The dress code is business casual, reflecting a balance between professionalism and comfort. The work involves regular use of Microsoft Office, especially Excel, and financial costing software, along with standard office technology and project documentation tools. Job Type & Location This is a Permanent position based out of Tulsa, OK. Pay And Benefits The pay range for this position is $30.00 - $35.00/hr. Requirements Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a hybrid position in Tulsa,OK. Application Deadline This position is anticipated to close on Jul 27, 2026. About Actalent Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.