Project Coordinator & Warehousing

About the role

Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across the globe. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries. Global Reach. Local Service. As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies.

Pavion and our family of companies are seeking a talented and motivated Project Coordinator & Warehousing to join our Security business unit.

Responsibilities

• Perform administrative and organizational tasks related to planning, materials tracking, and project documentation
• Execute specific project tasks such as permit applications, project kickoffs, and closeout deliverables (e.g., O&M manuals, as-builts, test reports, warranties, training forms)
• Provide general administrative support and assist with ad hoc project-related tasks
• Maintain daily and weekly schedules for installation field staff
• Identify and resolve scheduling conflicts or deficiencies
• Coordinate technician schedules, site access, delivery timelines, and staff planning
• Support PMO activities related to new hire onboarding
• Serve as a point of contact for field technicians, customers, vendors, and internal teams
• Relay timely and accurate information between project stakeholders
• Communicate with customers to gather project requirements, provide updates, estimate timelines, and address any concerns
• Provide weekly project updates to stakeholders and maintain clear, organized documentation
• Document and track key decisions, changes, and actions from meetings (e.g., scope changes, procurement issues)
• Track costs, margins, and budgets for work orders and ensure accurate billing, including warranty/non-warranty items
• Identify and escalate issues such as project delays, missing equipment, or site problems to management
• Assist in collecting and organizing quality control documentation, including photos, test results, and signoffs
• Apply sound judgment and common sense when handling instructions and making decisions
• Track equipment orders, deliveries, and material availability to support project schedules and technician readiness
• Receive and process incoming materials, including verifying shipments, labeling, and entering receipts into the company inventory system
• Stage materials and equipment for upcoming installations and service jobs
• Maintain accurate inventory and transaction records by issuing materials to jobs, tracking shipments, and updating work orders
• Process RMAs and coordinate return of defective or incorrect materials with vendors, ensuring proper documentation and credit
• Prepare, package, and distribute parts or equipment for technician pickup, jobsite delivery, or outbound shipment
• Maintain organized records of materials, tools, and consumables to support operational and project reporting

Requirements

• High school diploma or GED
• 2+ years of relevant experience, including customer service, dispatch, or technical support; or an equivalent combination of education and experience
• 1+ years’ experience as a stockroom worker, warehouse, or inventory
• 1+ years’ experience with warehouse computer systems
• Familiar with warehouse operations, inventory control, safety protocols and applicable software programs
• Experience with scheduling or workforce management software
• Familiarity with low-voltage systems, construction projects, or technical terminology
• Proficient in Microsoft Office and comfortable using business software tools
• Strong attention to detail and documentation accuracy
• Strong skills in communication, organization, problem-solving, and customer service
• Ability to manage workload independently, prioritize tasks, and work with minimal supervision
• Able to collaborate effectively with both office and field teams
• Demonstrates a desire to learn, grow, and adapt in a professional environment

Preferred Qualifications

• Associate’s degree or coursework in business, project management, or a related field
• Experience working in industries such as security systems, fire alarm, AV integration, or construction
• Familiarity with permitting processes or project closeout documentation
• Knowledge of project management tools (e.g., Smartsheet, MS Project, Procore, or similar)
• Basic understanding of inventory and procurement processes

Pay

The hourly pay range for this position is $22.86 – $26.90 per hour. The starting hourly pay will be determined based on qualifications, experience, education, skills, certifications, and internal equity.

Benefits

We also offer a comprehensive benefits package.