Project Coordinator

As a Project Coordinator, you will play a crucial role in ensuring the smooth operation and coordination of projects. You will be responsible for managing project quotations, job entries, and maintaining job statuses throughout the lifecycle. Your role includes tracking job costs, updating customers on project progress, and handling invoicing and billing processes. Additionally, you will coordinate travel arrangements for field teams and ensure all bookings comply with company standards.

• Assist in setting up quotations and job entries in the project management system, ensuring accuracy and timeliness.
• Maintain quote and job statuses throughout the project lifecycle, including revisions and updates.
• Monitor and maintain personnel, job, and equipment schedules in coordination with project managers and field supervisors.
• Track job costs and update customers on project progress, cost implications, and key milestones.
• Generate and submit timely invoices for completed work and ensure proper job close-out documentation is in place.
• Coordinate with customers to obtain necessary change orders or additional documentation required for final billing.
• Follow up on outstanding invoices and assist in managing the accounts receivable process to ensure timely collection of payments.
• Work with internal teams to reconcile project billing discrepancies, verify customer PO status, and ensure billing aligns with scope of work.
• Generate reports related to job status, billing progress, and receivables aging for internal review.
• Enter field time and equipment data for jobs.
• Track and communicate travel pay and camper per diem for payroll processing.
• Monitor the shared travel request inbox and process incoming travel needs promptly.
• Book flights, hotels, and rental cars using approved systems.
• Coordinate with field leadership, crew members, and internal teams to confirm travel details.
• Manage changes, cancellations, and urgent adjustments throughout the workday.
• Maintain accuracy in traveler profiles, loyalty numbers, and required documentation.
• Ensure all bookings align with company travel standards, cost guidelines, and safety protocols.

• 2+ years of experience in project coordination, billing, or administrative support, preferably within an industrial or technical services environment.
• Strong understanding of project lifecycles, job costing, and billing processes.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and project management/accounting systems.
• Proficient in ERP platforms (Jonas preferred).
• Excellent communication and interpersonal skills for working with customers and cross-functional teams.
• Exceptional attention to detail and accuracy in managing financial and scheduling information.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

• Knowledge of accounts receivable and invoice tracking best practices is a plus.
• Experience with AP, AR, and Office Management.
• Experience in construction administration is beneficial.

This position is completely onsite in an office setting with working hours from 8:00 AM to 4:30 PM, allowing for reasonable flexibility and a 30-minute lunch break. You will report to the Controller and work as part of a team of 4-5 Project Coordinators. Training will be provided, and you will engage heavily with internal superintendents and project managers while handling multiple projects simultaneously.

This is a Contract to Hire position based out of Savannah, GA.

The pay range for this position is $26.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Savannah,GA.

This position is anticipated to close on Dec 31, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.