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Project Coordinator

Irvine, CA

Job Title: Project Coordinator
Location: Irvine, CA
Job Type: Full-Time
Industry: Utility Construction

Job Summary

We are seeking a detail-oriented and proactive Project Coordinator to support project planning, execution, and delivery within the utility construction industry. The ideal candidate will have experience coordinating with cross-functional teams, managing timelines, and supporting project managers with day-to-day operational tasks. Strong communication and organizational skills are essential. This role may require occasional travel (5–10%) for client meetings.

Key Responsibilities

Project Planning & Coordination

  • Assist in planning project deliverables and tracking progress against schedules and milestones.
  • Coordinate project meetings, prepare agendas, record meeting minutes, and ensure timely follow-ups.
  • Help manage multiple work groups, ensuring alignment across departments.
  • Convert meeting action items into project management tasks using Jira or similar tools.

Project Execution & Monitoring

  • Monitor project timelines, goals, and deliverables in coordination with Project Managers (PMs).
  • Maintain project documentation and status updates across tools such as Lattice and Jira.
  • Support internal and external communication for project updates and stakeholder alignment.

Process Support & Documentation

  • Assist in documenting project workflows, procedures, and best practices using Visio and Wiki tools.
  • Contribute to the development and continuous improvement of project coordination processes.

Reporting & Administration

  • Prepare project status reports and summaries for management and clients.
  • Assist in tracking project budgets, contracts, and billing requirements.
  • Submit requests for system/database updates related to project needs.

Team Support & Training

  • Support the onboarding and training of new team members on project coordination processes.
  • Help develop project-related training materials and guidelines for internal use.
  • Act as a resource to team members for task coordination and timeline management.

Qualifications & Skills

Required:

  • Strong organizational and time management skills.
  • Excellent verbal and written communication abilities.
  • Proficiency in Jira, Microsoft Excel (including Pivot Tables, VLOOKUP), and Visio.
  • Ability to manage competing priorities and collaborate with cross-functional teams.
  • Experience coordinating multiple projects or workstreams.

Preferred:

  • Prior experience in the utility construction industry.
  • Familiarity with project scheduling and billing processes.
  • Understanding of project lifecycle and PM tools (e.g., Lattice, Confluence).
  • Experience with GIS systems and/or data analysis is a plus.

 

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