Project Coordinator

Whitestone Associates, Inc. is a 100% employee-owned Geotechnical and Environmental consulting firm with offices throughout the eastern United States. We are committed to building a collaborative team environment where employee-owners are encouraged to grow professionally, take on meaningful responsibility, and contribute to the continued success of the organization.

Responsibilities

• Schedule and coordinate field assignments for technicians and inspectors across active projects, including field coordination, site access, scheduling, and calendar management.
• Communicate with clients, contractors, agencies, and internal project teams regarding project requirements, scheduling, service requests, and ongoing project needs.
• Assist with project coordination, including site research, reporting, maintaining project documentation, and processing subcontractor and laboratory invoices.
• Prepare, review, edit, and organize technical reports, proposals, and other project-related documentation while maintaining accurate project files and records.
• Set up new projects, create and maintain project tracking documents and file structures, and support project teams by gathering information and ensuring documentation accuracy.
• Collaborate with project managers and technical leads to prioritize urgent or time-sensitive tasks while responding to inquiries from clients, team members, and external partners in a timely, professional manner.
• Support business development efforts by researching opportunities and clients, coordinating meetings and presentations.
• Provide assistance to senior staff in other areas as needed.

Requirements

• High school Diploma or equivalent required (AS or BS Degree preferred).
• 1+ year of administrative support, dispatching, project coordination, or a similar office-based role.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills with excellent attention to detail, organization, and follow-through.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Writer.
• Excellent typing, spelling, grammar, and proofreading skills.
• Ability to work collaboratively with internal teams, clients, and external stakeholders while maintaining accurate documentation.

Preferred Qualifications

• Experience working in the architecture, engineering, construction, environmental consulting, or field services industries.
• Familiarity with field reporting tools, project scheduling systems, or project tracking software.
• Prior experience coordinating mobile field teams or supporting technical project teams.

Pay

Hourly Pay Range: $24 USD - $28 USD

Benefits

Benefits eligibility is dependent on full-time employment status.

• Whitestone's Employee Stock Ownership Program (offered at no cost to each eligible employee)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health & Dependent Care Flexible Spending Accounts
• Traditional & Roth 401K Plans with Company Match
• Long Term & Short Term Disability Insurance
• Company-Sponsored Life & AD&D Insurance
• Multiple AFLAC Insurance Products
• Pet Insurance
• Identity Theft Protection
• Group Legal Plan
• Multiple Corporate Discount Programs
• Employee Assistance Program (EAP)