Project Coordinator

Thermo Systems is a global control systems integration partner delivering automation solutions across various markets. The Project Coordinator supports the successful delivery of automation and control system integration projects by providing project coordination, controls, and administrative support to Project Managers and the PMO.

Responsibilities

• Coordinate internal and customer meetings including agendas, notes, action items, and follow-ups
• Maintain stakeholder lists and support project communication plans
• Serve as a coordination point across Engineering, Procurement, Field/Operations, subcontractors, and customers
• Ensure timely follow-through on project updates, deliverables, and communications
• Support Project Managers in executing Thermo Systems’ Stage-Gate model
• Maintain and organize project documentation, Gate artifacts, and approval records
• Ensure proper version control, configuration management, and audit readiness
• Track Gate readiness and escalate risks to schedule adherence
• Maintain project schedules, milestone trackers, and look-ahead plans
• Track action items, deliverables, and dependencies with clear ownership and deadlines
• Prepare recurring status updates, dashboards, and PMO reporting
• Support cost tracking, PO logs, invoice routing, and basic budget visibility as directed
• Track and manage change requests, including documentation and approval workflows
• Maintain risk registers and support mitigation tracking
• Track project issues, decisions, and lessons learned
• Support procurement activities including RFQs, quote tracking, and submittal logs
• Assist with vendor and subcontractor coordination, including documentation and onboarding requirements
• Track delivery schedules and follow up on vendor commitments
• Assist with QA/QC documentation including inspections, test records, and punch lists
• Support project closeout including as-builts, O&M manuals, training records, and final deliverables
• Contribute to lessons learned and continuous improvement efforts
• Provide feedback to PMO on process and template improvements

Skills

• 0–3+ years of experience in project coordination, project administration, or operations support (industrial, construction, or technical environments preferred)
• Bachelor's degree in business, engineering, construction management, operations, or related field preferred
• Equivalent practical experience will be considered in lieu of a degree
• Familiarity with basic project management concepts (scope, schedule, cost, risk, and change control) is a plus
• Strong organizational skills with the ability to manage multiple priorities
• Effective communication skills across cross-functional teams and customers
• Detail-oriented with strong follow-through and accountability
• Ability to work independently while supporting a team environment
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Ability to quickly learn internal systems, tools, and PMO processes
• Bachelor's degree in business, engineering, construction management, operations, or related field
• Experience with project tools (MS Project, Smartsheet, SharePoint, Teams, Jira, or similar) is a plus

Benefits

• Bonus Eligibility
• 401(k) with company match
• Comprehensive medical, dental, and vision coverage with low-cost options
• Paid time off and sick leave
• Tuition reimbursement and professional credential support
• In-house and external technical training opportunities
• Exposure to complex, high-impact automation projects
• A collaborative culture built on integrity, accountability, and teamwork

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