Project Coordinator

Job Title: Project Coordinator
Job Description

This role offers an opportunity for a highly motivated and organized professional to support commercial mechanical projects, with a focus on commercial kitchen hood systems across eastern Pennsylvania, New Jersey, and Delaware. The project coordinator ensures smooth project execution by managing permits, documentation, cross-functional communication, and client-facing activities in a fast-paced and collaborative environment. Construction experience is not required; success in this role depends on your ability to learn quickly, prioritize effectively, and adapt to evolving needs while providing exceptional service.

Responsibilities

• Submit permit applications and track township and municipal requirements to ensure projects remain compliant and on schedule.
• Coordinate across sales, accounting, service, and construction teams to keep projects aligned and information flowing smoothly.
• Administer job folders and maintain accurate document control, including organizing, updating, and storing project documentation.
• Track licenses and compliance requirements, including renewals and expiration dates, to ensure all necessary approvals remain current.
• Serve as a primary client-facing point of contact for coordination related to payments, scheduling, and service needs.
• Perform day-to-day project coordination activities such as scheduling meetings, following up on action items, and supporting project timelines.
• Handle data entry and maintain accurate records in project management and administrative systems.
• Provide administrative support to project teams, including preparing documents, reports, and correspondence as needed.
• Assist with construction administration tasks to support field and office teams working on commercial mechanical and kitchen hood projects.
• Support recruitment and administrative processes as needed, contributing to staffing and team coordination efforts.
• Collaborate with team members to identify and resolve issues quickly, escalating when necessary to keep projects moving forward.
• Maintain a customer-focused approach, ensuring timely responses and clear communication with internal and external stakeholders.

Essential Skills

• Demonstrated ability to submit permits and track township or municipal requirements.
• Proven experience coordinating across multiple functions such as sales, accounting, service, and construction or similar teams.
• Strong organizational skills with experience in job folder administration and document control.
• Ability to track licenses and compliance requirements, including monitoring renewals and expiration dates.
• Customer service experience, including client-facing coordination for payments, scheduling, and service needs.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Excellent verbal and written communication skills.
• High attention to detail and a meticulous approach to work.
• Ability to manage multiple tasks simultaneously while maintaining focus and following through on previously assigned work.
• Comfort working in a fast-paced environment with changing priorities.
• Strong strategic thinking and organizational planning capabilities.

Additional Skills & Qualifications

• Experience in project coordination, project management, or construction administration is beneficial.
• Background in administrative support, data entry, or document control is an advantage.
• Experience in recruiting or recruitment support is a plus.
• Ability to schedule and coordinate meetings across multiple stakeholders.
• Demonstrated ability to learn quickly and adapt to new processes, systems, and requirements.
• Interest in growing within a commercial mechanical or construction-related environment.
• Ability to work both independently and collaboratively within a team-focused culture.
• Strong customer-focused mindset with a commitment to delivering exceptional service.

Work Environment

This role is based on-site in Philadelphia, PA, with a schedule that is 100% in-office. You will work in a fast-paced commercial mechanical contracting environment that focuses on installing quality mechanical and commercial kitchen hood systems across eastern Pennsylvania, New Jersey, and Delaware. The team culture emphasizes collaboration, flexibility, and independence, providing a supportive setting where you can learn, grow, and make a meaningful impact. The position is structured as a 6-month contract-to-hire opportunity, offering a path to long-term employment for individuals who excel in the role.

Job Type & Location

This is a Contract to Hire position based out of Philadelphia, PA.

Pay and Benefits

The pay range for this position is $22.00 - $26.00/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)

Workplace Type

This is a fully onsite position in Philadelphia,PA.

Application Deadline

This position is anticipated to close on Jul 3, 2026.

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® Platinum Award 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.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.