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Administrative Coordinator Jobs in Massachusetts

Coordinator - Administrative Services

Epitec Staffing
  • Marlborough, MA
  • $30 Per Hour
  • Instant Apply
1 day ago

Job Description

Capital Projects Coordinator
Location: Marlborough, MA
Job Type: Full-Time, On-Site, Hourly
Compensation Rate: $30/hour
Contract Duration: 12 months + possible extensions

W2 CONTRACT ONLY | NO C2C | NO CORP-TO-CORP

Join Our Team
Are you highly organized, detail-oriented, and skilled at keeping projects on track?
We are seeking a Capital Projects Coordinator to support a portfolio of capital improvement projects from project initiation through closeout. In this role, you will work closely with Project Team Leads, Project Managers, Procurement, Finance, and suppliers to help manage project setup, forecasting, procurement activities, financial tracking, and project documentation.
This position is ideal for an individual who enjoys working with data, coordinating multiple priorities, and supporting projects that improve facilities, operations, and business performance. The successful candidate will be a self-starter who can anticipate project needs, proactively manage competing priorities, and operate with minimal day-to-day supervision.
What You'll Do
Project Administration
  • Create and maintain project records in project management and financial systems.
  • Support project setup activities, including project funding and authorization documentation.
  • Maintain project forecasts and spend status tracking reports
  • Assist project teams with monthly forecasting and budget updates.
  • Support project closeout activities and records retention requirements.
  • Coordinate and maintain project documentation throughout the project lifecycle.
Financial and Cost Tracking
  • Track project expenditures and maintain project forecasting spreadsheets.
  • Download, compile, and distribute project spend reports.
  • Update project financial reports using current spending and forecast information.
  • Process cost transfers and other project-related financial transactions.
  • Monitor project funding approvals and expenditures.
  • Ensure project financial data remains accurate, current, and properly documented.
Procurement and Supplier Support
  • Create and track purchase requisitions.
  • Coordinate Service Entry Sheets (SES) and Goods Receipts (GR).
  • Support invoice processing and supplier payment inquiries.
  • Work with Procurement and Finance teams to resolve purchasing issues.
  • Follow up with buyers regarding purchase orders and requisition status.
  • Monitor approval workflows and help expedite required approvals when needed.
Systems and Reporting
  • Maintain project information in SAP, EcoSys, SharePoint, and other project management systems.
  • Create and maintain project SharePoint sites and project folders.
  • Generate project reports and provide administrative support to project teams.
  • Ensure data accuracy across project controls, procurement, and financial systems.
Equipment Project Coordination
  • Independently coordinate equipment-only capital projects from purchase through closeout.
  • Track schedules, budgets, procurement activities, and project documentation.
  • Communicate project status and provide support to stakeholders throughout execution.
  • Identify project issues, risks, and required follow-up actions and proactively drive resolution.
Qualifications
Required
  • High School Diploma or equivalent.
  • 2+ years of experience in project coordination, project administration, procurement, finance, construction administration, facilities management, or a related field.
  • Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.
  • Strong attention to detail and commitment to data accuracy.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to effectively prioritize competing assignments, adjust to changing business needs, and successfully manage multiple projects and deadlines simultaneously.
  • Demonstrated ability to transition quickly between tasks while maintaining accuracy, organization, and attention to detail.
  • Ability to work independently, manage workload with minimal supervision, and take ownership of assigned responsibilities.
  • Proactive and forward-thinking mindset with the ability to anticipate project needs, identify potential issues, and take action before they impact project execution.
  • Strong problem-solving and follow-up skills with the ability to drive tasks to completion.
  • Ability to build effective working relationships across Project Management, Procurement, Finance, Operations, and supplier organizations.
Preferred
  • Associate's degree in Business, Finance, Project Management, Construction Management, Engineering Technology, or related field.
  • Experience with SAP and EcoSys
  • Experience supporting capital, construction, manufacturing, engineering, or facilities projects.
  • Experience with budgeting, forecasting, procurement, invoice processing, or project financial reporting.
What Makes You Successful
  • Self-starter who proactively identifies upcoming work and follows through on commitments without requiring extensive direction.
  • Ability to anticipate stakeholder needs and take action before issues become problems.
  • Strong attention to detail and commitment to delivering high-quality work.
  • Ability to prioritize work effectively in a fast-paced environment with changing priorities.
  • Comfortable working with financial data, reporting tools, and project documentation.
  • Strong customer-service mindset and commitment to supporting project teams.
  • Ability to collaborate effectively across multiple functions while maintaining ownership of assigned work.
Why Join Us?
  • Opportunity to support impactful capital investment projects.
  • Exposure to engineering, construction, procurement, and project management disciplines.
  • Collaborative team environment with opportunities for growth and development.
  • Direct involvement in projects that improve facilities, operations, safety, and business performance.

#LI-NS2
#INDPRO

Numbers & Facts

LocationMarlborough, MA

Skills

  • Administrative Skillsunmatched
  • Billingunmatched
  • Budget Managementunmatched
  • Budgetingunmatched
  • Capital Equipmentunmatched
  • Capital Projectunmatched
  • Communication Skillsunmatched
  • Construction Administrationunmatched
  • Construction Managementunmatched
  • Construction Project Managementunmatched
  • Construction Supportunmatched
  • Cross-Functionalunmatched
  • Customer Support/Serviceunmatched
  • Data Qualityunmatched
  • Database Report Toolsunmatched
  • Detail Orientedunmatched
  • Documentationunmatched
  • Engineering Procurement and Construction (EPC/EPCC/EPCM)unmatched
  • Establish Prioritiesunmatched
  • Expense Reportsunmatched
  • Expense Trackingunmatched
  • Facilities Managementunmatched
  • Financeunmatched
  • Financial Operationsunmatched
  • Financial Projectionsunmatched
  • Financial Reportingunmatched
  • Financial Systemsunmatched
  • Financial Transactionsunmatched
  • Follow Throughunmatched
  • Forecastingunmatched
  • Fundingunmatched
  • High School Diplomaunmatched
  • Identify Issuesunmatched
  • Investment Capitalunmatched
  • Manufacturingunmatched
  • Microsoft Excelunmatched
  • Microsoft Outlookunmatched
  • Microsoft SharePointunmatched
  • Microsoft Wordunmatched
  • Multitaskingunmatched
  • Operational Improvementunmatched
  • Organizational Skillsunmatched
  • Payment Processingunmatched
  • Presentation/Verbal Skillsunmatched
  • Problem Solving Skillsunmatched
  • Procurement Managementunmatched
  • Project Close-Outunmatched
  • Project Controlunmatched
  • Project Executionunmatched
  • Project Lifecycleunmatched
  • Project Trackingunmatched
  • Project/Program Coordinationunmatched
  • Project/Program Managementunmatched
  • Purchase Ordersunmatched
  • Purchasing/Procurementunmatched
  • Record Keepingunmatched
  • Records Managementunmatched
  • Reporting Skillsunmatched
  • SAPunmatched
  • Spreadsheetsunmatched
  • Status Reportsunmatched
  • Team Playerunmatched
  • Time Managementunmatched
  • Vendor/Supplier Selectionunmatched
  • Writing Skillsunmatched

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