Project Coordinator
IKM Building Solutions, Inc.
Madison, Wisconsin
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JOB DETAILS
SKILLS
Accounting, Administrative Skills, Bond Market, Change Requests/Orders, Communication Skills, Construction, Contract Processing, Customer Support/Service, Data Entry, Detail Oriented, Document Management, Documentation, ERP (Enterprise Resource Planning), Editing, File Maintenance, Government, HVAC, Healthcare, Insurance Documentation, Leading Edge Technology, Lift/Move 20 Pounds, Manufacturing, Marketing, Metal Manufacturing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Office Equipment, Operations Management, Organizational Skills, Performance Analysis, Plumbing, Presentation/Verbal Skills, Project Management Software, Project Tracking, Project/Program Coordination, Project/Program Management, Proofreading, Proposal Writing, Sales Tax, Team Player, Time Management, Use Tax, Writing Skills
LOCATION
Madison, Wisconsin
POSTED
1 day ago
We provide commercial HVAC, plumbing, sheet metal fabrication, advanced BAS and energy services to clients across Wisconsin. Our expertise extends into a full-range of industries – from healthcare and manufacturing to education, government, financial institutions, and more.
Job Summary:IKM Building Solutions
Job Title: Project Coordinator
Location: Madison, WI
Schedule: Full-Time | Monday – Friday
FLSA Status: Non-exempt
About the Role
We are seeking a highly organized and detail-oriented Project Coordinator to support our project and administrative operations. This role plays a critical part in keeping projects on track by managing documentation, coordinating with internal teams and ensuring efficient office operations.
Key Responsibilities
Under the direction of the Chief Operating Officer, the Project Coordinator will:
- Review and edit proposals and project documents
- Manage and maintain project documentation, including contracts, submittals, change orders, O&M manuals, and vendor records
- Organize and maintain job files, quotes, correspondence, and project notes
- Generate and distribute reports to project teams and technicians
- Support Project Managers and Department Managers with planning and administrative tasks
- Open and close projects in the ERP system
- Process job bookings, permits, contracts, and change orders
- Order and track performance bonds and insurance certificates
- Participate in team meetings and contribute to a collaborative work environment
- Assist with additional administrative tasks as needed
Qualifications
Experience
- 3-5 years of administrative experience required
- Experience processing contracts strongly preferred
- Knowledge of Wisconsin Sales & Use Tax is a plus
Education
- High School diploma or GED required
Technical Skills
- Proficiency with Microsoft Office (Word, Excel, Outlook) and data entry
- Experience with accounting or project management software is a plus
Communication
- Excellent grammar, proofreading, and document-editing skills
- Strong written and verbal communication abilities
Additional Skills
- Highly organized with strong attention to detail
- Ability to manage multiple priorities and deadlines
- Ability to maintain confidentiality with financial and proprietary information
- Collaborative mindset and strong customer service approach
Work Environment & Physical Requirements
- Office-based role using standard office equipment
- Primarily sedentary, with occasional filing and lifting (up to 20lbs)
- May require bending, standing, or reaching for file storage
- Occasional job site visits with Project Managers at construction sites or customer sites
Why Join Us?
At IKM Building Solutions, we value innovation, precision, and collaboration. You’ll be part of a team that’s shaping the future of MEP design and fabrication through cutting-edge technology and expert craftsmanship.
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Equal Opportunity Employer: As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Affirmative Action Policy:Please review our Affirmative Action Policy.
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