Project Coordinator - Enterprise

About the role

Join the leader in providing smarter solutions for a safer world. The Project Support Coordinator is an internally based position responsible for providing internal support to field‑deployed Kastle Project Managers and other Department Leaders, as well as delivering customer support that consistently exceeds expectations. The role includes updating system floor plans and performing other administrative functions essential to the successful installation of access control, security, and video systems.

Responsibilities

• Coordinate small system additions directly with the client, working with the installation manager for manpower.
• Create installation packages for the project managers/technicians.
• Provide EPL support (definition of readers in the NED) for project managers and technicians.
• Push parts and labor to projects in AX.
• Create and receive purchase orders (PO’s).
• Review and process contracts into the CRM system – identify incomplete contract packages and communicate with the contract coordinator and supervisors.
• Review field technician packages for accuracy and prepare/process hardware information for upload into system support databases.
• Oversee permit submission and approvals for remote projects.
• Initiate and track monthly billings.
• Prepare post‑installation packages for customer review and verify system programming.
• Run post‑installation system activity reports to ensure proper functionality and initiate corrective actions.
• Prepare backlog and billing reports.
• Respond to customer and project manager calls and emails promptly, fulfilling requests to drive satisfaction.
• Develop and maintain excellent rapport through constant phone or email communication with Project Managers, Project Management leadership, and Installation Staff.
• Solicit customer feedback regarding the operational effectiveness of services and the system.
• Assist Project Managers with security system training as needed.
• Coordinate with the appropriate Kastle department to ensure system installations meet client satisfaction.
• Communicate with different Kastle departments to resolve problems.
• Provide complete responses to clients regarding problem resolution.
• Generate and analyze security reports for the client.
• Work with International Partners to navigate shipping nuances, import/export regulations, and ensure smooth operations in different countries.
• Bill all third‑party systems, including intercoms, ensuring accuracy and timely processing.
• Identify opportunities for process enhancements to improve efficiency.
• Other duties as assigned by supervisors.

Qualifications

• One to two years experience providing successful administrative support and/or customer support.
• Excellent writing and verbal communication skills.
• Clear speaking voice and excellent telephone manner.
• Excellent organizational skills.
• Desire to provide excellent customer assistance and demonstrate initiative.
• Ability to interface and communicate with clients and co‑workers in a clear, professional manner.
• Proficiency in Microsoft Office.
• Good typing skills and ability to operate a standard computer terminal and keyboard.
• Availability to work long hours as needed to complete responsibilities.
• Ability to work well under pressure.
• Neat, professional appearance.
• Valid driver’s license, satisfactory driving record, and a car; must maintain license, insurance, and driving standards per Kastle policy.
• No history of criminal convictions.
• Pass a pre‑employment drug screening and be at least 18 years of age.
• U.S. citizenship required.
• Travel may be required.

Company Overview

Kastle Systems is the leader in managed security, introducing innovative technologies to serve over 460 million square feet of real estate globally. Clients span commercial and multifamily real estate, education, and construction industries. Kastle’s mission is to be customers’ best service provider and to make their security the most effective, efficient, and convenient it can be. The integrated security solution—including access control, video, and remote video monitoring—significantly reduces costs and improves 24 × 7 performance for building owners, developers, and tenants.