New

Project Coordinator

Vaco
$25.00 - $28.00 / hr
United States, Iowa, Ankeny
Apr 04, 2025
Project Coordinator - Temporary (3-Month Assignment) Overview: We are seeking a highly organized and detail-oriented Project Coordinator to support our Systems team in managing administrative tasks related to a statewide ITS maintenance contract for the Iowa Department of Transportation. This is a temporary, three-month position, offering an excellent opportunity to contribute to a fast-paced team. Key Responsibilities: Provide administrative support to the Operations Manager and assist with project coordination across multiple office locations. Work closely with the Senior Project Coordinator to ensure smooth execution of administrative tasks. Track and manage project inventory, including equipment details such as item descriptions, manufacturers, model/part numbers, serial numbers, and location updates. Collaborate with field technicians to document material usage on work orders and prepare associated billing. Assist in creating estimates for work order quotes and ensure timely submission of work orders for billing each week. Maintain accurate records of material procurement, usage, and inventory levels. Monitor equipment orders from initial purchase to final installation, coordinating with vendors and tracking deliveries. Process and assign appropriate charge codes for material and subcontractor invoices. Ensure accurate timesheet coding for field technician labor costs. Liaise with corporate accounting for billing, revenue tracking, and financial forecasting. Manage outstanding accounts receivable and coordinate with customers to resolve discrepancies. Review and interpret contract terms related to billing rates and project requirements. Perform additional administrative duties as needed. Qualifications: Bachelor's degree in Finance, Accounting, Business, or a related field (or equivalent experience). Proficiency in Microsoft Excel and Word. Strong database management and data tracking skills. Ability to work independently with minimal supervision and excellent time management skills. Experience with invoicing for Time & Material projects is a plus. Background in inventory management is preferred. Prior administrative support experience is beneficial. Strong organizational and project management skills with a keen attention to detail. Excellent verbal and written communication skills. A proactive, team-oriented mindset with the ability to manage multiple priorities. High level of customer service and professionalism. This role offers the chance to work in a tight-knit team, reporting primarily to the Senior Project Coordinator and escalating to the Operations Manager as needed. If you thrive in a dynamic environment and are ready to jump in and contribute, we'd love to hear from you! Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.