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Job Title: Project Coordinator

Job Description

The Project Coordinator supports multiple project teams by organizing project documentation, coordinating administrative activities, and assisting with proposals, meetings, and financial tracking. This role requires strong attention to detail, excellent communication skills, and the ability to manage deadlines in a fast-paced, project-driven environment. You will work closely with project leadership and cross-functional teams to ensure that documents, reports, and project information are accurate, well-organized, and delivered on time.

Responsibilities

• Prepare, format, and organize project documents, reports, specifications, and correspondence to ensure accuracy and consistency.
• Create, maintain, and update both paper and electronic filing systems for project documentation and records.
• Order insurance and monitor insurance certificates for assigned projects to ensure compliance with project requirements.
• Apply company quality assurance guidelines and procedures to all aspects of project document management.
• Assist with the coordination of project meetings and presentations, including scheduling, preparing materials, and distributing information.
• Exhibit a professional and personable demeanor when interacting with clients and internal stakeholders.
• Collaborate with multiple Project Managers and project teams, providing administrative and coordination support as needed.
• Assist with the preparation and maintenance of project guides and project review materials.
• Support the processing and tracking of project invoices and expense reports.
• Assist with writing, formatting, and assembling business proposals and related documents.
• Provide general administrative and project support, performing other duties as needed to support project success.
• Manage time effectively to meet deadlines in a fast-paced environment while handling multiple tasks and priorities.

Essential Skills

• At least 2 years of experience in project coordination, project administration, or a closely related administrative support role.
• Proficiency with Microsoft Office, particularly Excel and Word, for document creation, formatting, and data organization.
• Demonstrated experience in business proposal writing and formatting.
• Strong project coordination and administrative skills, including document control and project administration.
• Excellent organization and time management skills with a proven ability to meet deadlines in a fast-paced environment.
• Strong communication skills, both written and verbal, with the ability to communicate clearly and professionally.
• High attention to detail and accuracy in handling documents, reports, and data.
• Initiative and problem-solving skills, including the ability to attempt to resolve issues independently and recognize when to seek guidance.
• Professional, personable, and customer-service-oriented demeanor when working with clients and internal teams.
• Ability to work effectively with multiple Project Managers and project teams simultaneously.

Additional Skills & Qualifications

• Experience with construction, construction administration, or project management environments.
• Familiarity with project-related software such as QuickBase, SharePoint, and Excel-based tracking tools.
• Experience with Procore, ProjectWise, or similar project management and document control systems.
• Experience or exposure to the transmission or resource industries.
• Demonstrated intellectual curiosity and a proactive approach to problem solving.
• Comfort working in fast-paced environments with shifting priorities.
• Strong organizational habits and systems for managing multiple tasks and deadlines.
• Ability to collaborate with accounting teams on invoices and expense reports.

Work Environment

This role follows a hybrid work model, with three days each week in the office and two days working remotely. The schedule is generally Monday through Friday, from 8:00 . to 5:00 ., with some flexibility within reason. You will work as part of a collaborative project team that includes other Project Coordinators and accounting professionals. The environment is fast-paced and deadline-driven, with frequent collaboration using tools such as Microsoft Office, SharePoint, QuickBase, and other project management platforms. The office setting is professional, and you are expected to present yourself in a manner appropriate for regular interaction with clients and internal stakeholders.

Job Type & Location

This is a Contract to Hire position based out of Portland, OR.

Pay and Benefits

The pay range for this position is $31.25 - $34.85/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Portland,OR.

Application Deadline

This position is anticipated to close on May 1, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the ., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.