Project Coordinator

Project Coordinator Building Automation Systems

This role focuses on coordinating and supporting building automation projects from proposal through booking, ensuring accurate documentation, timely reporting, and effective collaboration across estimating, engineering, sales, and operations teams. The Project Coordinator provides administrative and data management support to keep automation projects organized, on schedule, and aligned with business objectives.

Responsibilities

• Coordinate building automation projects, supporting the full lifecycle from initial request for quotation (RFQ) through proposal and booking.
• Track bids and RFQs for automation projects, maintaining organized records and ensuring timely follow-up and updates.
• Collaborate closely with estimating, engineering, and operations teams to gather inputs and information required for accurate automation proposals.
• Support sales and operations teams with documentation, information requests, and project-related coordination.
• Generate weekly and monthly reports that summarize project status, bid activity, and other key metrics.
• Monitor data quality in project and bid tracking systems, identifying and correcting errors to maintain accurate information.
• Assist in the booking process for projects by preparing and reviewing documentation, entering data, and ensuring completeness and accuracy.
• Provide general administrative support for project teams, including data entry, document preparation, and record maintenance.
• Schedule meetings and coordinate calendars for internal stakeholders involved in automation projects.
• Handle document requests related to building automation projects, ensuring timely delivery and proper organization of files.

Essential Skills

• Experience with building automation systems and related project workflows.
• Proven project coordination or project administration experience in a technical or construction-related environment.
• Hands-on experience with bid tracking and managing RFQs for automation or similar projects.
• Ability to coordinate effectively with estimating, engineering, and operations teams to obtain and consolidate proposal inputs.
• Strong administrative support skills, including data entry, documentation, and record keeping.
• Competence in monitoring and maintaining data quality across project and reporting systems.
• Organizational skills to manage multiple projects, bids, and documentation requests simultaneously.
• Ability to generate and maintain weekly and monthly reporting with attention to detail and accuracy.
• Effective communication skills for working with cross-functional teams and handling document and information requests.

Additional Skills & Qualifications

• Familiarity with building automation systems, controls, or mechanical/electrical projects.
• Experience providing sales support and operations support in a project-driven environment.
• Comfort working with project documentation, including proposals, RFQs, and booking documents.
• Strong attention to detail and a proactive approach to resolving data and documentation issues.
• Ability to prioritize tasks and manage time effectively in a fast-paced, deadline-driven setting.

Job Type & Location: This is a Contract position based out of Pasadena, TX.

Pay and Benefits: The pay range for this position is $20.00 - $30.00/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 Pasadena, TX.

Application Deadline: This position is anticipated to close on Aug 24, 2026.

About Actalent: Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing 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.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.