Project Coordinator

About Us:

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. Youll be part of a team thats shaping the future of MEP design and fabrication through cutting-edge technology and expert craftsmanship.

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Qualifications:

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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/DisabledAffirmative Action Policy:

Please review our Affirmative Action Policy.

Notice to Prospective Employees:Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCORs normal application process it is probably fraudulent.