Assistant Project Coordinator Jobs in Kentucky (NOW HIRING)

COMPANY INFORMATION:

Established in 1986, ATS Automation is the leading provider of energy management services, automated control systems, critical airflow solutions, and building systems integration. We aim to be the market leader in excellence in building technologies by providing the industry's best teams, engineered solutions, service support, and products.

At ATS, we custom engineer and install building automation systems to optimize buildings' mechanical and electrical systems, reduce building energy consumption, increase tenant comfort, and maximize the productivity of tenants and facilities management personnel.

Headquartered in the Pacific Northwest, with 14 offices and growing across the United States, we support and manage complex building automation and controls projects across the country and abroad. We seek out candidates from diverse backgrounds who are curious and eager to learn, have excellent communication skills, and who possess an exceptional work ethic and initiative.

ATS is committed to employee development and offers an extensive training program and ongoing advancement to all employees. Our company enjoys remarkable tenure and we take pride in our employees' ability to grow their career and find long-term success at ATS.

JOB SUMMARY:

The Project Coordinator works closely with the Operations Manager and Project Manager(s) within ATS, as well as with customers, contractors, building owners, and engineers.

The primary goal of the Project Coordinator role is to enable the Project Manager to focus on the execution of the project. Both the Project Manager and the Project Coordinator share responsibility for maintaining communication with all internal and external ATS stakeholders. While the Project Coordinator may perform certain project management tasks, the Project Manager remains ultimately responsible and accountable for the successful delivery of each project.

The Project Coordinator supports the Project Managers, Operations Managers, and overall Operations Department processes, handling all projectrelated administrative tasksincluding required paperwork and documentationby performing the essential duties outlined below.

DUTIES AND RESPONSIBILITIES:

Sales Bookings

• Book projects sold and all change orders.
• Set up schedules of values and project budgets based on sales estimates.
• Maintain booking and changeorder tracking logs.

Procurement

• Evaluate material requests and orders: receive, review, and qualify requests from Engineering, Project Managers, and field personnel; compare costs against project budgets; forward approved requests to the Procurement Administrator for ordering.
• Maintain an inventory of surplus project materials and determine whether items should be reassigned, used as overhead, or returned for credit.

Project Administration

• Notify customers when the salestooperations handoff is complete and introduce the first points of contact.
• Provide certificates of insurance as required for projects.
• Assist in forecasting ATS labor and material costs in the forecasting system (in coordination with Project Managers).

Subcontractor Management

• Prepare, issue, and manage all subcontract agreements. Verify terms and conditions, contract amounts, subcontractor setup status, and current COI documentation.
• Update subcontractors with all changeorder notices throughout project execution.

Operations Team Administration

• Maintain and track operations team training certifications.
• Assist Project Managers in coordinating operations manpower schedules, vacations, and team calendars.
• Review operations team timesheet entries to ensure consistency and accuracy.

Document Management

• Manage all project files, including electronic and paper documentation (Odin, NDrive, Teams): scope, contracts, purchase orders, change orders, subcontracts, etc.
• Maintain the overall project tracking sheet system.
• Prepare and provide project closeout documents to customers.

Billings

• Generate and issue invoices for all Operations and Service projects.
• Review and distribute monthly billing statements once completed.
• Reconcile billing records with financial reports for accuracy and consistency.
• Assist Project Managers in regularly evaluating and communicating the financial performance of projects.

Collections

• Monitor accounts receivable for all Operations and Service projects and follow up with customers to ensure timely payment.
• Resolve billing discrepancies or disputes in collaboration with the appropriate teams.
• Prepare and issue collection letters or notices as needed.
• Provide regular updates to management on outstanding accounts and collection status.

Miscellaneous Support

• Perform occasional parts or officematerial pickup and delivery runs to project sites.
• Pull required electrical permits as needed.
• Serve as backup for Service PC administration when necessary.
• Serve as AP backup for specific duties as needed.
• Familiarity with construction means and methods
• Detail-oriented with a high level of accuracy in work
• Excellent communications and interpersonal skills
• Ability to work on mid to long-term projects and still react to unanticipated demands for your time (customer phone calls, team support requests, etc.)
• Strong analytical skills
• Strong multitasking skills
• Strong time management and organizational skills
• Ability to work independently and unsupervised
• An understanding of Building Mechanical, Control Systems, and / or Security Systems is a plus
• Additional information about our benefits

SKILLS AND ABILITIES:

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

This position is non-remote, in person, office work environment at our Louiseville location. Consistent typing and spending much of your time seated at a desk or computer. Small repetitive motion with mouse and keyboard are required. Lifting and exerting up to 50 pounds of force occasionally, and/or up to 20 pounds more frequently is required. Must be comfortable climbing a ladder infrequently.

COMPENSATION AND BENEFITS

POSITION TYPE AND HOURS

• Full-time, exempt
• Typical Monday Friday working hours with flexibility as needed

CREDENTIALS AND EXPERIENCE

• Degree in business administration, supply chain management, or 5+ years of experience in an administrative role preferred
• Proficiency in office software, such as Microsoft Office Suite or equivalent tools
• Familiarity with scheduling, procurement, and financial tracking systems and reports

ATS is an equal opportunity employer and we are committed to complying with all federal, state, and local laws providing equal employment opportunities. When making hiring and employment decisions, we do not discriminate based on race, color, national origin, ancestry, religion, sex, gender identity, sexual orientation, marital status, pregnancy, age, military service, military or veteran status, physical or mental disability, medical condition as defined under state and federal law, or any other legally protected category. All such discrimination is strictly prohibited.

The above job description may not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.