Project Coordinator

Project Coordinator

Location
Tempe, AZ | On-Site | Full-Time

About APIC

At APIC Solutions, we’re building better solutions for tomorrow and a team that makes them possible.

From electrical construction and low-voltage infrastructure to integrated security and life safety systems, our work helps organizations operate safely and effectively. We serve industries including healthcare, education, government, data centers, gaming, corrections and new construction, bringing technical expertise and practical problem-solving to every project.

Behind every solution are people who take pride in their craft. Whether you work in the field, manage projects, or support our operations, your contributions matter. We value teamwork, initiative, and a commitment to doing the job with excellence—and we’re looking for people who want to grow with us.

Join APIC Solutions and help build what comes next

Job Summary
APIC Solutions is seeking an organized, detail-oriented Project Coordinator to join our team in Tempe, AZ. In this role, you will support the full range of project and program management activities, including weekly financial reporting, contract management, project documentation, and administrative duties. You will work closely with project managers, accounting, and customers to keep every project accurate, compliant, and on track.

What You'll Do

• Open all jobs and work orders in Spectrum, including setting up new customers and job folders
• Review contracts and subcontracts for contract administration, communication, and documentation requirements
• Set up budgets using information provided by managers and enter budget data into the accounting program
• Enter invoices, receipts, charges, and other costs into Spectrum, ensuring timely input and quality of data entry and verification
• Maintain WIP logs and coordinate with managers for completion
• Complete prime and subcontract submittals, both electronic and manual, including making the required copies of materials used on jobs
• Submit required copies of material and equipment to primes or state agencies for approval, and track all approvals and rejections
• Assemble project closeout documents such as O&Ms, shop drawings, and test reports
• Prepare required contract compliance reports and management reports, ensuring accuracy and timeliness
• Maintain project files and records, and administer the records management program for filing, protection, and retrieval of records
• Prepare project billings, and create and send invoices to customers using information provided by managers
• Prepare and submit purchase orders, invoices, and related forms, and maintain the purchase order roster and invoice records
• Prepare and track bond requests
• Resolve payment issues with customers
• Administer job costing and cost-to-complete meetings with managers and accounting
• Track change orders
• Coordinate and schedule meetings between managers and other APIC teams, prepare for and record meetings, and maintain the Outlook calendar
• Assist in resolving customer complaints, answer customer questions regarding policies and procedures, and send customer service surveys
• Represent APIC at meetings and conferences
• Implement corporate and departmental policies, procedures, and service standards in conjunction with management
• Complete weekly payroll for field employees, ensuring accuracy, including journeyman to apprentice ratios, and track missed punch forms
• Perform other related duties as assigned

What You Will Need to Succeed

Required Qualifications

• High school diploma or GED
• Significant prior contract or administrative experience, performed at a responsible level of organization and coordination
• Computer proficiency, including the Microsoft Office Suite

Preferred Qualifications

• Bachelor's degree
• Experience in construction, fire protection, or a billing or contract administration environment
• Familiarity with job costing, contract billing, or construction accounting software, such as Spectrum

Knowledge, Skills, and Abilities

• Strong oral and written communication skills
• Good judgment, tact, and diplomacy in all customer dealings, with the ability to negotiate win-win outcomes
• Ability to build and maintain good working relationships with employees and customers
• Strong attention to detail, with a commitment to accuracy in data entry, reporting, billing, and payroll
• Ability to organize and manage multiple administrative and financial tasks and meet recurring weekly deadlines

Physical Requirements

• Ability to work on-site in an office environment, sitting for prolonged periods at a workstation
• Ability to occasionally lift or move standard office materials