Operations Project Coordinator Jobs in Virginia (NOW HIRING)

JOB DESCRIPTION

Operations Project Manager

Job Type: Full-Time | Exempt (Salaried)

Location: Chesapeake, VA 23323 — Office-Based; up to 10% travel to client sites

Reports To: Owner / Director of Operations

Department: Operations

Company Overview

KCI Temporary Kitchens is a leading provider of temporary mobile kitchen solutions with over 17 years of industry experience. Our fully equipped facilities, built into tractor trailers, are deployed to hospitals, correctional institutions, universities, military installations, and disaster response operations nationwide. We support operations ranging from 90 to 9,000 meals per day across facilities from 480 sq. ft. to 15,000+ sq. ft. Our clients trust us to keep their food service operations running without interruption, and our Project Manager is the person who makes that promise a reality.

Position Summary

The Operations Project Manager is a central office leadership role responsible for the planning, coordination, documentation, and oversight of all KCI kitchen deployments from start to finish. This individual serves as the primary operational point of contact for clients throughout every phase of a project, from initial contract through active deployment and final close-out, and is responsible for ensuring every project is executed on time, on budget, and to the client's satisfaction.

This role is built around project management, client communication, vendor coordination, and administrative oversight. The Operations Project Manager does not perform physical labor on job sites but must possess sufficient technical knowledge of HVAC systems and commercial kitchen installations to effectively plan projects, troubleshoot issues remotely, oversee refurbishment and custom build scopes, and direct the field team intelligently.

This is an office-first role. The ideal candidate is highly organized, a strong communicator, and thrives on managing multiple moving projects simultaneously from a central hub.

Core Responsibilities

Project Planning & Documentation

•        Own the full project lifecycle from contract execution through deployment close-out, including the creation and maintenance of all project documentation, schedules, scopes of work, deployment plans, and client records.

•        Develop detailed project plans for each deployment, outlining timelines, resource assignments, logistics sequencing, and client-specific requirements.

•        Maintain accurate and up-to-date records for all active and upcoming projects, including contracts, change orders, communications logs, delivery confirmations, and sign-off documentation.

•        Manage project closeout documentation including final invoicing support, equipment return records, and client satisfaction follow-up.

Client Relationship Management

•        Serve as the primary point of contact for clients throughout the duration of each project, from pre-deployment planning through final tear-down and closeout.

•        Conduct project kickoff calls and ongoing check-ins with client stakeholders to align on timelines, expectations, site requirements, and any operational concerns.

•        Proactively communicate project updates, schedule changes, and issue resolutions to clients in a clear, professional, and timely manner.

•        Build and maintain strong long-term relationships with clients to support repeat business and referrals.

•        Work collaboratively with the sales team to ensure a smooth transition from signed contract to active project management.

Transportation & Logistics Coordination

•        Coordinate all inbound and outbound transportation of kitchen units with KCI's third-party transport partners, managing scheduling, communication, and documentation.

•        Confirm site readiness requirements with clients in advance of each delivery, including access, utilities, and permitting, ensuring all logistics prerequisites are met.

•        Track and document the location and status of all units in the field, maintaining an accurate real-time inventory of the fleet.

•        Resolve scheduling conflicts, transport delays, and logistics issues from the central office, escalating to ownership when required.

Field Team Oversight & Remote Operations Support

•        Coordinate and direct KCI's field technician team for installation and tear-down projects. Issue work orders, confirm crew assignments, and monitor project execution against planned schedule.

•        Act as the central point of operational support for active deployments, providing remote troubleshooting guidance to field staff and resolving on-the-job issues from the office.

•        Leverage technical knowledge of HVAC systems and commercial kitchen equipment to remotely diagnose problems when possible. Coordinate repairs and guide the field team toward effective solutions without requiring unnecessary site visits whenever possible.

•        Monitor active deployments for schedule adherence, client satisfaction, and operational performance, flagging risks early and coordinating corrective action.

Fleet Refurbishment & Custom Build Oversight

•        Plan and manage the post-deployment cleaning, inspection, and refurbishment of kitchen units, coordinating internal staff and any subcontractors involved.

•        Oversee the scoping, scheduling, and execution of custom kitchen builds and unit modifications, working from client specifications and internal design direction.

•        Maintain a master fleet maintenance schedule, tracking the status of all units deployed, in refurbishment, or available to ensuring fleet readiness at all times.

•        Review and approve work plans, material lists, and subcontractor scopes for refurbishment and construction projects.

Vendor & Subcontractor Management

•        Manage relationships with all third-party vendors involved in operations.

•        Solicit and review vendor quotes, coordinate scheduling, and ensure all third-party work meets KCI's quality and timeline standards.

•        Maintain vendor documentation including contracts, certificates of insurance, and contact records.

Client Site Visits

•        Travel to client sites as needed (up to 10% of the time) for project assessments, installation oversight on complex deployments, or resolution of issues that cannot be managed remotely or by the operations team.

•        Conduct pre-deployment site assessments as needed on new or complex client locations to confirm readiness and identify any logistical considerations in advance.

Background & Security Requirements

All candidates must be able to successfully pass a standard criminal background check prior to employment. Due to the nature of KCI's client base, which includes correctional facilities, federal government installations, military operations, and emergency management deployments. Candidates must also be able to pass a national security background check. Inability to clear either check will disqualify a candidate from the position.

Required Qualifications

•        3+ years of experience in project management, operations management, or a closely related field with a demonstrated track record of managing multiple concurrent projects.

•        Strong proficiency in project documentation, schedules, scopes of work, status reports, change orders, and closeout records. Detail-oriented with a commitment to keeping accurate records.

•        Background knowledge in HVAC systems and/or commercial kitchen installation sufficient to problem-solve minor issues remotely, review scope refurbishments, and oversee custom builds without requiring hands-on involvement.

•        Excellent communication skills. Must be comfortable leading calls, managing expectations, delivering updates, and resolving issues professionally at all levels of an organization.

•        Proficiency with project management and office software tools (scheduling, documentation, email, spreadsheets).

•        Strong organizational and time management skills. Must be able to prioritize across multiple active projects in a fast-moving environment.

•        Valid driver's license and ability to travel up to 10% of the time, including occasional overnight trips.

Preferred Qualifications

•        PMP or equivalent project management certification.

•        Familiarity with DOT regulations and tractor-trailer transport logistics.

•        Prior experience managing a field service team remotely.

•        Experience coordinating or managing third-party vendors, subcontractors, or logistics partners.

•        Experience with fleet or asset management tracking systems.

•        Background in construction project management or facilities management.

Work Environment

•        Primarily office-based in Chesapeake, VA. The majority of work is performed from the central office.

•        Up to 10% travel to client sites nationwide for assessments, critical project oversight, or issue resolution.

•        Fast-paced, multi-project environment requiring strong organizational discipline and the ability to shift priorities as needs arise.

•        Occasional extended hours may be required to support active deployments or urgent client needs.

What We Offer

•        Competitive salary commensurate with experience.

•        A high-impact leadership role at a specialized company with years of proven industry performance.

•        Health benefits, paid time off, and 401k.

KCI Temporary Kitchens is a leading provider of temporary kitchen solutions serving companies and institutions across the country. With over 30 years of industry experience, we deliver fully equipped mobile kitchen facilities capable of supporting operations ranging from 90 to 9,000 meals per day in facilities spanning 480 sq. ft. to 15,000+ sq. ft. Our clients rely on us during planned facility renovations and unexpected service interruptions to keep their operations running without missing a beat.