Project Coordinator

Responsibilities

• Maintain, monitor, and audit Engineering Systems application licenses to ensure uninterrupted service and full compliance.
• Track multiple software contracts, renewal cycles, and expiration dates; proactively prepare timelines, reminders, and renewal packages.
• Maintain accurate, organized records of contracts, quotes, purchase requests, and installation procedures.
• Serve as the primary point of contact for engineering software vendors; coordinate renewals, negotiate service agreements, and stay informed on licensing model changes.
• Communicate clearly and professionally with IT, Engineering leads, and project teams to align access needs, usage trends, and upcoming deadlines.
• Partner with internal stakeholders, discipline leads, and engineering software champions to understand software needs, validate access requirements, and ensure alignment with project and departmental priorities.
• Cook up discipline-specific software requests, ensuring they fit within licensing models, renewal timelines, and budget constraints.
• Maintain regular communication loops with discipline champions to review usage trends, identify gaps, and support continuous improvement in software allocation and planning.
• Facilitate collaboration between Engineering, IT, and Procurement to ensure software decisions support project execution and long-term strategic needs.
• Track software usage metrics to identify underutilized assets and provide data-driven recommendations for cost savings or capacity adjustments.
• Support budget forecasting by maintaining organized spreadsheets, dashboards, or tracking tools for seat counts, usage trends, and renewal costs.

Qualifications

• Experience: 2–4 years in project coordination, software asset management (SAM), or a technical administrative role.
• Organizational Strength: Demonstrated ability to manage multiple deadlines, track parallel workstreams, and maintain structured documentation.
• Communication: Exceptional verbal and written communication skills for vendor interactions and internal coordination.
• Technical Aptitude: Familiarity with engineering software environments (e.g., Bentley, Autodesk, Hexagon) is a strong plus.
• Analytical Skills: Proficiency in Excel or data visualization tools to support tracking, reporting, and forecasting.

Preferred Skills

• Experience with license management servers (e.g., FlexLM) or SAM platforms.
• Background in an Engineering, Procurement, and Construction (EPC) environment.
• Strong planning skills with the ability to manage multiple renewal timelines and contract cycles simultaneously.
• Experience using planning or task-management software (such as Smartsheet, Planner, MS Project, or similar tools) to track renewal timelines, contract milestones, and internal deadlines.
• Ability to build and maintain organized dashboards, calendars, or tracking sheets that support long-range planning and help manage multiple simultaneous contracts and operational priorities.