Bbsi Napa

Project Coordinator

Location: Vacaville, CA (On-Site)
Schedule: Monday–Thursday, 10-hour shifts (4-Day Work Week)
Compensation: $60,000–$80,000 annually DOE

About the Company

We are a specialized Northern California-based engineering, manufacturing, and service company that designs, builds, installs, and maintains custom material handling and lifting equipment for industrial, technology, and manufacturing clients.

Our team supports highly technical projects that require precision, safety, and exceptional customer service. We offer a collaborative environment where team members have the opportunity to work closely with leadership, project managers, technicians, and customers while gaining exposure to a unique and specialized industry.

Position Summary

The Project & Operations Coordinator serves as a key administrative and operational resource supporting project management, estimating, service operations, and office functions.

This position is ideal for someone who enjoys organization, documentation, and coordination but also has an interest in mechanical systems, industrial equipment, construction, manufacturing, or technical service environments. The successful candidate will assist with bid preparation, project documentation, technician onboarding, scheduling, customer communications, and general operational support.

Because our industry is highly specialized, candidates with mechanical aptitude or experience in construction, industrial services, manufacturing, equipment rental, maintenance, or related fields are strongly encouraged to apply.

Essential Duties & Responsibilities

• Assist with the preparation, organization, and tracking of bid packages, proposals, estimates, and project documentation.
• Review project specifications, drawings, customer requirements, and bid information to identify key project details.
• Maintain project files, schedules, bid calendars, and operational records.
• Support project managers with project coordination and administrative tasks throughout the project lifecycle.
• Assist with technician onboarding, training documentation, certifications, and employee records.
• Coordinate communications between customers, vendors, subcontractors, technicians, and internal team members.
• Support purchasing activities, vendor follow-up, and material tracking.
• Monitor project opportunities and maintain opportunity tracking systems.
• Prepare reports, spreadsheets, correspondence, and project-related documentation.
• Answer incoming calls and provide professional customer support.
• Assist with office administration and day-to-day operational activities.
• Perform additional duties as assigned.

Qualifications

Required

• 3–5 years of experience in project coordination, operations support, estimating support, office administration, construction administration, manufacturing support, or a related role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Ability to manage multiple priorities and deadlines.
• Self-motivated with strong problem-solving skills.

Preferred

• Mechanical aptitude or familiarity with industrial equipment, machinery, construction systems, manufacturing operations, or technical service environments.
• Experience reviewing drawings, specifications, bid documents, or technical documentation.
• Familiarity with project management, ERP, CRM, estimating, or construction software.
• Experience supporting field service technicians or trade professionals.

Benefits

• Medical Insurance
• Dental Insurance
• 401(k) Retirement Plan
• Paid Time Off
• Paid Holidays
• Four-Day Work Week (Monday–Thursday)