Project Coordinator

Essential Duties And Responsibilities

• Align with the Project Manager(s) in planning, scoping, and organizing project activities from initiation through closeout, ensuring alignment with contractual requirements, project objectives, and internal delivery standards.
• Develop, maintain, and actively manage detailed project schedules; monitor progress against milestones, identify risks or deviations early, and proactively escalate issues that may impact scope, schedule, quality, or client expectations.
• Align internal technical resources, including Project Engineers and Subject Matter Experts, to ensure deliverables are completed on time, meet required quality standards, and comply with established procedures and technical guidelines.
• Facilitate effective communication among engineers, subcontractors, vendors, and clients by preparing meeting agendas, documenting discussions and action items, and ensuring timely follow-through and resolution.
• Direct the preparation, review, and delivery of project deliverables, including (but not limited to) engineering reports, drawings, technical memoranda, commissioning documentation, and submittals.
• Maintain accurate, complete, and well-organized project documentation, including correspondence, schedules, logs, and quality assurance records, in accordance with company policies and audit requirements.
• Oversee subcontractors, manage RFI responses, and engage with the internal and external project teams, to ensure timely responses and alignment with project scope and schedule.
• Prepare and distribute regular project status reports, client updates, and internal progress summaries, providing clear visibility into project performance, risks, and upcoming milestones.
• Promote adherence to company processes, quality standards, and safety protocols, and ensure project activities are executed in compliance with internal policies and applicable regulations.
• Drive to continuous improvement initiatives by identifying opportunities to streamline project execution workflows, improve coordination practices, and enhance overall delivery efficiency.

Revenue Operations Responsibilities

• Prepare, publish, maintain, and innovate company management reports in accordance with established schedules, ensuring accuracy, consistency, and clarity.
• Ensure the company has a real-time view of the monthly projected backlog on an ongoing basis.
• Ensure the company has a real-time view of projects’ compliance with Enica’s initiation requirements.
• Ensure the company has a recurring view of the overall performance compared to monthly, quarterly, and annual revenue and profitability targets.
• Ensure revenue reporting is on time, accurate, and in compliance with Willdan requirements.
• Conduct monthly invoicing quality control reviews to verify billing accuracy, contractual compliance, supporting documentation, and alignment with revenue recognition requirements.
• Own, maintain, and continuously improve the Project Manager Playbook, ensuring procedures, tools, workflows, and expectations remain current, standardized, and aligned with company policies and operational best practices.
• Lead weekly project metrics escalation meetings with Managing Engineers and Project Managers for active projects to:
  • Identify and surface operational, financial, and delivery risks.
  • Provide data-driven recommendations and corrective action guidance.
  • Document decisions, assigned actions, and accountability measures, and ensure timely follow-through.
• Establish and manage the monthly revenue and billing interface, enabling Project Managers to provide complete, accurate, and timely financial inputs required for invoicing, revenue recognition, and financial reporting.
• Analyze backlog, workload distribution, and project complexity to provide informed recommendations regarding Project Manager and technical lead assignments, driving balanced resource utilization and delivery effectiveness.
• Ensure that Project Retrospective meetings are conducted in accordance with company standards, and that lessons learned, corrective actions, and improvement opportunities are properly documented and communicated.
• Ensure that Project Initiation meetings are conducted for all applicable projects, with project scope, requirements, roles, risks, and action items clearly documented and tracked to closure.

Job Requirements / Qualifications

• One (1) to three (3) years of experience supporting technical, engineering, consulting, or construction-related projects, with demonstrated exposure to project coordination, scheduling, or delivery support activities.
• Strong organizational, planning, and time management skills, with the ability to manage multiple concurrent tasks and priorities in a fast-paced, deadline-driven environment.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally in both technical and client-facing contexts, including documentation, status reporting, and meeting facilitation.
• Proficiency in project management and scheduling tools (e.g., Microsoft Project, Smartsheet, or equivalent), as well as standard productivity software including Microsoft Office applications.
• Ability to read, interpret, and apply technical drawings, specifications, and project documentation, with sufficient understanding to support coordination, compliance tracking, and quality control activities.
• Demonstrated ability to operate proactively, exercise sound judgment, and appropriately escalate risks, ambiguities, or performance concerns when expectations are unclear or obstacles arise.