Project Coordinator

Who We Are

Symons Fire Protection, Inc. is a premier, full-service fire-life safety contractor based in San Diego, CA. For over 30 years, we have specialized in the design, installation, inspection, and maintenance of residential and commercial fire sprinkler and fire alarm/low voltage systems throughout Southern California.

We pride ourselves on operational excellence, quality workmanship, and unwavering safety standards. We believe our people are our greatest asset and are committed to providing opportunities to learn, grow, and build a rewarding career in the fire protection industry.

As a Project Coordinator, you will support Project Managers, Superintendents, Designers, Sales, and other departments with project coordination, documentation, communication, data tracking, and administrative support. You will also serve as an important point of communication between internal teams and customers to help ensure projects are organized, accurate, and progressing efficiently.

How We’ll Take Care of You

• 401(k) with company matching
• Medical, Dental, Vision, Life, and AD&D Insurance
• FREE Employee Only premium for SIMNSA and Kaiser Permanente Bronze Base medical plans
• Vacation, Holidays, Birthday Holiday, and Sick Pay
• Discretionary Bonus Program
• Training and professional development opportunities
• Career advancement opportunities
• Company celebrations and events
• Employee Referral Program
• FREE Employee Assistance Plan (EAP)
• FREE onsite gym
• FREE premium coffee and snacks

Compensation

Competitive compensation based on experience, qualifications, and technical knowledge.

Job Summary

The Project Coordinator provides administrative, organizational, and project support to all Project Managers, design teams, field operations, purchasing, accounting, and clients. The Project Coordinator ensures that project information is accurate, organized, communicated, and processed in a timely manner or by a given date.

This entry-to-mid-level position within the project management team offers an opportunity to build knowledge of fire sprinkler, fire alarm, low-voltage, and construction project management.

The Project Coordinator is expected to be highly organized, responsive, accountable, detail-oriented, and proactive.

Job Duties and Functions

Project Administration

• Set up new projects and maintain project files.
• Maintain accurate electronic and physical project documentation.
• Track project correspondence and important deadlines.
• Prepare project reports and status updates.
• Assist Project Managers with project schedules and milestone tracking.
• Maintain project contact lists and distribution lists.

Submittals and RFIs

• Assist with preparation and tracking of submittals.
• Distribute submittals, material submittals, and project documents to appropriate personnel.
• Track RFIs and follow up on outstanding responses.
• Maintain accurate logs of submittals, RFIs, revisions, and approvals.
• Ensure current project documents are accessible to field and project management personnel.

Purchasing and Materials

• Assist with material requests.
• Track material orders and expected delivery dates.
• Communicate delivery information to project managers and field personnel.
• Assist with identifying material shortages or delivery issues.
• Maintain quotes for material and rental equipment.

Billing and Accounting Support

• Assist Project Managers with monthly billing.
• Gather supporting documentation for invoices.
• Track change orders and billing status.
• Assist with invoice and purchase-order reconciliation.
• Communicate billing issues to Project Managers and accounting.

Change Orders

• Assist with preparing change-order documentation.
• Track pending, submitted, approved, and rejected change orders.
• Maintain supporting documentation.
• Update project records when change orders are approved.
• Ensure field and project management personnel are aware of approved scope changes.

Customer and Internal Communication

• Respond to routine customer and vendor requests.
• Route questions and issues to the appropriate Project Manager or department.
• Maintain professional communication with general contractors, customers, vendors, and internal employees.
• Assist with meeting coordination and meeting documentation.

Project Closeout

• Assist Project Managers with closeout requirements.
• Track outstanding punch-list items.
• Assist with assembling closeout documents, warranties, testing documentation, as-builts, and other required records.
• Maintain closeout checklists.
• Follow up on outstanding documents and approvals.

Productivity Expectations

Typical expectations include:

• Support multiple Project Managers and/or multiple active projects based on project complexity.
• Work with supporting departments
• Maintain project documentation with a high degree of accuracy.
• Process assigned documents and requests within established company timelines.
• Maintain current RFI, submittal, change-order, purchasing, and closeout logs.
• Ensure project records are updated promptly following changes.
• Minimize administrative errors that create delays, rework, billing issues, or customer dissatisfaction.
• Follow up proactively on outstanding items rather than waiting for direction.
• Maintain organized electronic project files.
• Provide timely support to Project Managers and field personnel.
• Develop increasing knowledge of fire protection construction processes and project management.