Project Coordinator

Project Coordinator

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary: The position of Project Coordinator supports engineering and project delivery teams in San Jose, enabling efficient coordination, documentation, scheduling, and communication across all necessary projects.

The Project Coordinator assists technical leaders with managing schedules, documentation, deliverables, and stakeholder communication. This role requires high attention to detail, strong organization, and the ability to work in a fast‑paced environment supporting design and construction activities.

Essential Functions

Project Documentation & Coordination

• Prepare and maintain project documents including design narratives, specifications, schedules, bills of materials, and other technical documents.
• Coordination with the marketing team for proposals and qualification packages.
• Track document completion and coordinate distribution to internal and external stakeholders.
• Assemble and submit building permit application packages to the Authority Having Jurisdiction (AHJ).
• Support construction-phase coordination including downloading, organizing, and transferring submittals, RFIs, and other contractor communications.
• Coordinate project closeout documentation, including record drawings and internal archiving.

Project Scheduling & Workflow Support

• Manage and update project schedules.
• Track deadlines, milestones, and deliverables.
• Communicate internal deadlines and milestones across project teams.
• Facilitate workflow across design and construction phases.

Stakeholder Communication

• Support communication between project managers, engineers, vendors, and external partners.
• Help maintain clear and timely communication on project deliverables.
• Maintain all client document clearing house to specific client standards and needs.

 Financial/Administrative Support

• Support billing projections, as needed.

Qualifications and Experience:

Required

• 1-5 Years AEC Industry Experience
• Experience supporting design and/or construction administration activities.
• Strong organizational and multitasking capabilities.
• Excellent written and verbal communication skills.
• High attention to detail.
• Proficiency and/or experience in:
• Microsoft Office Suite (Word, Excel, Outlook)
• Microsoft Project (or similar scheduling software)
• Business Client & Construction management platforms (Oracle, Arriba Procore, Fieldglass, ACC, or similar)
• Financial/project planning platforms (Deltek Vantagepoint or similar)
• Bluebeam Revu and Adobe Acrobat

• Familiarity with the following preferred:

• Autodesk Revit, AutoCAD, BIM360
• Network tools such as SAP Ariba, Fieldglass

Preferred

• Experience in Mechanical, Electrical, Plumbing, or similar technical environments.
• Familiarity with telecom/data center or critical‑environment projects.
• PMP or similar certification.

Location: San Jose, CA (Hybrid options may be available)

Travel: Minimal. Maximum 10% local.

Compensation & Benefits:

Salas O’Brien health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Team members have access to medical, dental, vision, and basic life insurance, a 401(k) plan, and the ability to purchase company stock at a discount.  Salas O’Brien has both U.S. and Canadian (PTO) plans for full-time salaried, exempt and non-team members, 10 paid holidays, and paid leave programs for military service and new parents. And certain roles may be eligible for additional rewards, including merit increases, performance discretionary bonus, and stock.

The hourly range for this position is $30 to $38. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, 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/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.

Qualifications Experience Preferred 1-5 Years AEC Industry Experience Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.