Project Coordinator

Description

Westwood Professional Services, Inc. is seeking a Project Coordinator who will support project managers by maintaining project documentation and assisting with administrative and operational tasks for project teams. Prepares status reports and maintains project tracking systems to support timely communication and workflow management. Coordinates project schedules, RFP and procurement documentation, subconsultant onboarding, and the administrative coordination of due diligence activities to support organizational standards and project requirements. Assists with budget tracking, invoice processing, marketing materials, and other project administrative activities. Maintains project files, records, databases, and reporting tools to support accurate project monitoring and audit readiness. Continues to build and improve processes and workflows, provides exceptional customer service to internal and external clients, and communicates with project stakeholders to provide updates, resolve administrative issues, and facilitate project coordination activities.

Requirements

• Provides support to multiple project managers.
• Provides exceptional customer service to clients and project teams.
• Coordinates administrative aspects of RFP/RFQ development and issuance, including document preparation, distribution, tracking, bid/proposal logs, and supporting evaluation documentation.
• Coordinates subconsultant and vendor onboarding, including required forms, contract documentation, certificates of insurance, purchase orders, and internal setup requirements.
• Supports administrative coordination of utility and due diligence activities by maintaining contact lists, schedules, requests, deliverable trackers, meeting documentation, and follow-up items.
• Maintains project and program trackers for schedules, deliverables, action items, budgets, invoices, procurement activities, and consultant assignments across multiple concurrent projects.
• Assists with preparation, formatting, proofreading, and organization of proposals, qualifications packages, presentations, project sheets, and marketing materials.
• Prepares routine project correspondence, transmittals, meeting notes, status updates, and other administrative communications.
• Reviews project files and submittal packages for administrative completeness, consistency, required documentation, and compliance with established filing and naming procedures.
• Facilitates monthly invoice generation and preparation of supporting documents.
• Assists project teams with monthly pay application processes.
• Ensures certificates of insurance are on file and current for applicable contracts.
• Monitors electronic file systems to ensure they are maintained as required for the project.
• Monitors and leads Ironclad workflows and processes for the Program Management Division.
• Supports contract administration process management.
• Supports Master Services Agreement (MSA) amendments.
• Supports process improvement, issue resolution, and education on Ironclad workflows.
• Maintains data integrity across applicable project and program systems.
• Serves as a primary point of contact for Ironclad-related needs for the Program Management Division.
• Processes and reviews purchase order requisitions for completeness, contract compliance, and conformity to policies and procedures.
• Coordinates and documents the closeout package compilation process.
• Provides weekly progress updates to program director.
• Maintains project and program information across applicable applications and systems.
• Creates and maintains internal systems, templates, checklists, and trackers for program/project management.
• Helps establish scalable processes and workflow improvements.
• Maintains Power BI databases and related reporting information.
• Assists project managers with administrative coordination of business licenses and permits as needed.
• Supports change order tracking and coordination.
• Tracks contract bids, RFP/RFQ responses, and proposal activities.
• Supports end-of-week client reporting and monthly client check-ins.
• Supports administrative review and maintenance of pricing models.
• Assists with new project setup and required administrative documentation.
• Performs other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent 
• At least 3 years of administrative, project coordination, program administration, or related office experience.
• Strong knowledge of office management, document control, and project coordination procedures.
• Excellent verbal and written communication skills, including professional correspondence and proofreading.
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Strong problem-solving skills
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, or related software.
• Ability to coordinate multiple concurrent projects, deadlines, deliverables, and stakeholders.
• Ability to work independently, exercise sound judgment, identify missing information, and follow routine administrative matters through completion.
• Ability to learn and work effectively in multiple projects, contract, document management, and reporting systems.

Preferred Qualifications

• Bachelor's degree in business administration, communications, or a related field.
• 4+ years of administrative, project coordination, program administration, or related experience.
• Experience supporting professional services, consulting, economic development, public-sector programs, or a similar project/program environment preferred, not required.
• Experience supporting RFP/RFQ, procurement, subconsultant/vendor onboarding, or contract administration activities preferred, not required.
• Experience supporting proposal development, presentations, qualifications packages, or marketing materials preferred, not required.
• Ironclad experience preferred, not required.
• Deltek Vantagepoint experience preferred, not required.
• Power BI, Trello, or similar project tracking/reporting system experience preferred, not required.

About Westwood Professional Services, Inc. (Westwood)

At Westwood, our purpose is to create a better world for people through our work. We transform the energy grid, design resilient infrastructure, and develop communities that will flourish today and for future generations. With over 50 years of experience and a legacy of innovation, we stand at the forefront of our industry, dedicated to understanding the unique needs of the markets we serve. 

Our approach revolves around people. We are committed to building a culture that attracts, retains, and develops high performers. Our team values relationships, innovation, dedication, initiative, and growth. We believe fostering a collaborative “One Team” mentality yields superior outcomes in everything we do. 

We customize our technical capabilities and geographic reach to meet our clients where they are and help them realize their vision. We are partners in our clients’ success, driving to provide solutions that make a lasting difference. Safety, sustainability, and operational excellence are not just facets of our work; they are intrinsic to our identity, guiding every decision we make.

We are deeply invested in the communities we serve. Through our projects and giving-back initiatives, we enrich the lives of those we serve, engage others within our industry, and create a lasting impact on communities around the world. To us, success transcends the completion of projects; it is reflected in the lives we have positively impacted by our work.

Join us in creating a better world.

In 2025, Westwood was recognized as #77 on the ENR Top 500 Design Firms. Additionally, Westwood was ranked #5 for ENR's Top Design Firm for Solar, #6 for Battery Storage, and #3 for Wind (2025). The firm consistently ranks on the industry's top 25 lists and receives recognition for its involvement in award-winning projects nationwide.

Westwood provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that diverse backgrounds strengthen our business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.