{"schemaVersion":"jobsearcher.job.v1","id":"cf2d74f2451b2a2522d77eef","url":"https://jobsearcher.com/jobs/cf2d74f2451b2a2522d77eef","canonicalUrl":"https://jobsearcher.com/jobs/cf2d74f2451b2a2522d77eef","title":"Project Coordinator","description":"OVERVIEW\nThe Project Coordinator is the administrative right hand to the Project Manager, supporting every assigned project from procurement through closeout so the PM can stay focused on budget, field execution, client relationships, and hitting target margin. This role owns the administrative backbone of the project — purchase orders, change order documentation, budget-to-actual tracking, QuickBooks processing, and day-to-day data entry — and is the connective tissue between Project Management, Sales, Accounting, Installation, and Warehouse teams.\nThis is a fast-paced, high-volume role. The Project Coordinator must be able to prioritize competing deadlines with a strong sense of urgency, communicate clearly and professionally with internal teams, clients, vendors, and manufacturers, and keep project documentation, milestones and budgets airtight under pressure.\nEssential Duties and Responsibilities\nProcurement & Change Orders\nProcess purchase orders and manage procurement of equipment, materials, and consumables for assigned projects.\nCoordinate and document change orders, ensuring scope, pricing, and margin impact are accurately reflected and approved.\nProcess all change orders and returns, reconciling project budgets in QuickBooks against changes tracked in D-Tools.\nTrack PO status and equipment ETAs, proactively communicating delays or issues to the Project Manager.\nManage RMA and warranty-return processes in coordination with vendors, manufacturers, and the warehouse team.\nBudget & Financial Administration\nPartner with the Project Manager to keep each project on budget — monitoring budget-to-actual, flagging variances, and keeping QuickBooks current in real time.\nTransfer and maintain project data between D-Tools and QuickBooks, ensuring both systems stay reconciled.\nSupport deposit invoicing, progress billing, and final billing in coordination with the Accounting Billing Dept, PM, and client.\nMaintain accurate, up-to-date records of correspondence, POs, invoices, and change orders in QuickBooks and project folders on SharePoint.\nProject Administration & Documentation\nSet up and maintain organized project folders and documentation for every assigned project.\nSchedule, help facilitate, and document internal and client-facing project kickoff meetings.\nSupport the Project Manager with scheduling of field/technical resources in alignment with project timelines.\nReview daily jobsite reports and flag needs, issues, or delays requiring the PM's attention.\nSupport closeout documentation — timely invoicing, closeout communication, and a fully documented project folder.\nCustomer & Cross-Functional Communication\nServe as a primary point of contact for internal and external stakeholders on assigned projects — clients, account managers, vendors, and manufacturer partners — under the direction of the Project Manager.\nProvide prompt, professional, and accurate responses to customer and internal inquiries regarding project status, scheduling, and documentation.\nCommunicate proactively with Sales, Installation, Accounting, and Warehouse to keep projects moving without bottlenecks.\nEscalate budget, schedule, or client-satisfaction risks to the Project Manager promptly and with a clear sense of urgency.\nOther\nMaintain high-volume, high-accuracy data entry across QuickBooks, D-Tools, and shared project spreadsheets.\nParticipate in improving project workflow processes, systems, and documentation.\nFollow and help deliver on Texadia Systems' core values in daily work and communication with all client and in every interaction with the team.\nPerform other project administration tasks as assigned; responsibilities may shift based on business and project needs.\nQualifications\nStrong administrative and organizational skills with the ability to manage multiple projects and competing deadlines simultaneously.\nSuperior data entry accuracy and speed; comfortable owning high volumes of detailed information without losing precision.\nExcellent written and verbal communication skills, with a professional, customer-service-first approach to both internal and external communication.\nStrong sense of urgency and ability to prioritize effectively in an extremely fast-paced environment.\nSelf-starter with sharp attention to detail and follow-through; comfortable working independently and cross-functionally.\nAnalytical, solution-oriented mindset; able to identify and resolve discrepancies before they become problems.\nProficiency in Microsoft Office, with emphasis on Outlook, Excel, and Word.\nQuickBooks Enterprise experience strongly preferred; familiarity with D-Tools or similar ERP/project software a plus.\nUnderstanding of project workflow from procurement through closeout; technology/AV industry knowledge a plus.\nComfortable working under pressure while maintaining composure, accuracy, and a positive, team-oriented attitude.\nGenuine alignment with and commitment to Texadia Systems' core values, including a safety-first mindset in any jobsite or vendor visit.\nEducation and/or Experience\nHigh school diploma or GED required; degree in business, operations, procurement, or a related field preferred.\nMinimum of 2 years of experience in project coordination, administrative support, procurement, or operations, ideally within a construction, AV, or technology installation environment.\nCertificates, Licenses, Registrations\nValid driver's license and ability to pass a background check.\nCEDIA certification, PMP, or CAPM (or actively working toward one) a plus.\nPhysical Demands\nProlonged periods of sitting and computer-based work.\nManual dexterity to operate a computer keyboard, mouse, and standard office equipment.\nAbility to lift up to 25 pounds and occasional lifting of up to 40 lbs+, with assistance as needed — safety is a core value at Texadia Systems, and proper lifting technique and team assistance are always expected over working alone or rushing.\nOccasional visits to jobsites or vendor locations.\nBending, stooping, walking on uneven surfaces and areas that may not be ADA compliant like an open and active jobsite under construction.\nWork Environment\nThis role is primarily office-based.\nAccessibility & Accommodations\nTexadia Systems is committed to providing reasonable accommodations to qualified individuals with disabilities so they can perform the essential functions of this role. Any accommodation will be evaluated based on business need and will not change the essential duties or physical demands outlined above. Candidates or employees who need an accommodation should raise this with Human Resources.\nThis job description is a guideline of the duties required of this role. Employees may be asked to perform other tasks not listed and will be evaluated in part on performance against the responsibilities above. Texadia Systems reserves the right to revise this description to fit business and client needs. This is not a contract of employment; employment is at-will as outlined in the employee handbook.\nPay: $50,000.00 - $60,000.00 per year\nBenefits:\n401(k)\nDental insurance\nFlexible schedule\nHealth insurance\nLife insurance\nPaid time off\nProfessional development assistance\nReferral program\nTuition reimbursement\nVision insurance\nPeople with a criminal record are encouraged to apply\nWork Location: In person","company":"Texadia Systems","rawCompany":"texadia systems","city":"Addison","state":"TX","isRemote":false,"isActive":false,"createdAt":"2026-08-08T13:21:53.258Z","occupations":[{"code":"13-1082.00","title":"Project Management Specialists","slug":"project-management-specialists"},{"code":"43-5061.00","title":"Production, Planning, and Expediting Clerks","slug":"production-planning-and-expediting-clerks"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"}],"industries":[{"code":"236220","title":"Commercial and Institutional Building Construction","slug":"commercial-and-institutional-building-construction"},{"code":"238990","title":"All Other Specialty Trade Contractors","slug":"all-other-specialty-trade-contractors"},{"code":"238390","title":"Other Building Finishing Contractors","slug":"other-building-finishing-contractors"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Project Coordinator","description":"OVERVIEW\nThe Project Coordinator is the administrative right hand to the Project Manager, supporting every assigned project from procurement through closeout so the PM can stay focused on budget, field execution, client relationships, and hitting target margin. This role owns the administrative backbone of the project — purchase orders, change order documentation, budget-to-actual tracking, QuickBooks processing, and day-to-day data entry — and is the connective tissue between Project Management, Sales, Accounting, Installation, and Warehouse teams.\nThis is a fast-paced, high-volume role. The Project Coordinator must be able to prioritize competing deadlines with a strong sense of urgency, communicate clearly and professionally with internal teams, clients, vendors, and manufacturers, and keep project documentation, milestones and budgets airtight under pressure.\nEssential Duties and Responsibilities\nProcurement & Change Orders\nProcess purchase orders and manage procurement of equipment, materials, and consumables for assigned projects.\nCoordinate and document change orders, ensuring scope, pricing, and margin impact are accurately reflected and approved.\nProcess all change orders and returns, reconciling project budgets in QuickBooks against changes tracked in D-Tools.\nTrack PO status and equipment ETAs, proactively communicating delays or issues to the Project Manager.\nManage RMA and warranty-return processes in coordination with vendors, manufacturers, and the warehouse team.\nBudget & Financial Administration\nPartner with the Project Manager to keep each project on budget — monitoring budget-to-actual, flagging variances, and keeping QuickBooks current in real time.\nTransfer and maintain project data between D-Tools and QuickBooks, ensuring both systems stay reconciled.\nSupport deposit invoicing, progress billing, and final billing in coordination with the Accounting Billing Dept, PM, and client.\nMaintain accurate, up-to-date records of correspondence, POs, invoices, and change orders in QuickBooks and project folders on SharePoint.\nProject Administration & Documentation\nSet up and maintain organized project folders and documentation for every assigned project.\nSchedule, help facilitate, and document internal and client-facing project kickoff meetings.\nSupport the Project Manager with scheduling of field/technical resources in alignment with project timelines.\nReview daily jobsite reports and flag needs, issues, or delays requiring the PM's attention.\nSupport closeout documentation — timely invoicing, closeout communication, and a fully documented project folder.\nCustomer & Cross-Functional Communication\nServe as a primary point of contact for internal and external stakeholders on assigned projects — clients, account managers, vendors, and manufacturer partners — under the direction of the Project Manager.\nProvide prompt, professional, and accurate responses to customer and internal inquiries regarding project status, scheduling, and documentation.\nCommunicate proactively with Sales, Installation, Accounting, and Warehouse to keep projects moving without bottlenecks.\nEscalate budget, schedule, or client-satisfaction risks to the Project Manager promptly and with a clear sense of urgency.\nOther\nMaintain high-volume, high-accuracy data entry across QuickBooks, D-Tools, and shared project spreadsheets.\nParticipate in improving project workflow processes, systems, and documentation.\nFollow and help deliver on Texadia Systems' core values in daily work and communication with all client and in every interaction with the team.\nPerform other project administration tasks as assigned; responsibilities may shift based on business and project needs.\nQualifications\nStrong administrative and organizational skills with the ability to manage multiple projects and competing deadlines simultaneously.\nSuperior data entry accuracy and speed; comfortable owning high volumes of detailed information without losing precision.\nExcellent written and verbal communication skills, with a professional, customer-service-first approach to both internal and external communication.\nStrong sense of urgency and ability to prioritize effectively in an extremely fast-paced environment.\nSelf-starter with sharp attention to detail and follow-through; comfortable working independently and cross-functionally.\nAnalytical, solution-oriented mindset; able to identify and resolve discrepancies before they become problems.\nProficiency in Microsoft Office, with emphasis on Outlook, Excel, and Word.\nQuickBooks Enterprise experience strongly preferred; familiarity with D-Tools or similar ERP/project software a plus.\nUnderstanding of project workflow from procurement through closeout; technology/AV industry knowledge a plus.\nComfortable working under pressure while maintaining composure, accuracy, and a positive, team-oriented attitude.\nGenuine alignment with and commitment to Texadia Systems' core values, including a safety-first mindset in any jobsite or vendor visit.\nEducation and/or Experience\nHigh school diploma or GED required; degree in business, operations, procurement, or a related field preferred.\nMinimum of 2 years of experience in project coordination, administrative support, procurement, or operations, ideally within a construction, AV, or technology installation environment.\nCertificates, Licenses, Registrations\nValid driver's license and ability to pass a background check.\nCEDIA certification, PMP, or CAPM (or actively working toward one) a plus.\nPhysical Demands\nProlonged periods of sitting and computer-based work.\nManual dexterity to operate a computer keyboard, mouse, and standard office equipment.\nAbility to lift up to 25 pounds and occasional lifting of up to 40 lbs+, with assistance as needed — safety is a core value at Texadia Systems, and proper lifting technique and team assistance are always expected over working alone or rushing.\nOccasional visits to jobsites or vendor locations.\nBending, stooping, walking on uneven surfaces and areas that may not be ADA compliant like an open and active jobsite under construction.\nWork Environment\nThis role is primarily office-based.\nAccessibility & Accommodations\nTexadia Systems is committed to providing reasonable accommodations to qualified individuals with disabilities so they can perform the essential functions of this role. Any accommodation will be evaluated based on business need and will not change the essential duties or physical demands outlined above. Candidates or employees who need an accommodation should raise this with Human Resources.\nThis job description is a guideline of the duties required of this role. Employees may be asked to perform other tasks not listed and will be evaluated in part on performance against the responsibilities above. Texadia Systems reserves the right to revise this description to fit business and client needs. This is not a contract of employment; employment is at-will as outlined in the employee handbook.\nPay: $50,000.00 - $60,000.00 per year\nBenefits:\n401(k)\nDental insurance\nFlexible schedule\nHealth insurance\nLife insurance\nPaid time off\nProfessional development assistance\nReferral program\nTuition reimbursement\nVision insurance\nPeople with a criminal record are encouraged to apply\nWork Location: In person","datePosted":"2026-08-08T13:21:53.258Z","dateModified":"2026-08-08T13:21:53.258Z","hiringOrganization":{"@type":"Organization","name":"Texadia Systems","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Addison","addressRegion":"TX","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"cf2d74f2451b2a2522d77eef"},"url":"https://jobsearcher.com/jobs/cf2d74f2451b2a2522d77eef"}}