Project Coordinator - Gilbert, AZ, US

Job Title: Project Coordinator · Department: Installation ·  Reports to: Kris Campbell ·  Location: Tempe, AZ ·  Employment Type: (Full-time/ Exempt) ·  Why Benson ·  At Benson, we're more than just a company; we're a dedicated team making a real difference. As leaders in fire pr ...

Job description

Job Title: Project Coordinator

Department: Installation

 Reports to: Kris Campbell

 Location: Tempe, AZ

 Employment Type: (Full-time/ Exempt)

 Why Benson

 At Benson, we're more than just a company; we're a dedicated team making a real difference. As leaders in fire protection and life safety solutions, we ensure the safety of our clients' facilities with top-tier services and unwavering standards. Join our culture of excellence and innovation to grow personally and professionally while impacting the safety of our communities.

 What will my role entail position Summary?

 We are seeking a detail-oriented and experienced  Project Coordinator to join our team.

The Project Coordinator (PC) supports Project Managers (PMs) and field teams by managing administrative, logistical, and coordination activities to ensure projects are executed efficiently, accurately, and on schedule.

Key Responsibilities: List the essential duties of the position.

1. Administrative & Document Control

• Maintain organized and up-to-date project files, including drawings, permits, and submittals.
• Track and manage RFIs, submittals, change orders, punch lists, and meeting minutes.
• Ensure proper version control and timely distribution of all project documentation.

2. Procurement & Materials Management

• Place material orders at the direction of the Project Manager.
• Track material deliveries, coordinate with field teams, and expedite orders as required.
• Maintain inventory records and manage material allocations to job sites.

3. Scheduling & Coordination Support

• Provide Project Managers with manpower availability updates and field schedule adjustments.
• Schedule inspections and testing with Authorities Having Jurisdiction (AHJs).
• Track project milestones and upcoming deliverables.
• Block technician schedules for approved PTO.
• Create and schedule service warranty calls generated by the installation team.
• Coordinate lift rentals as required by project scope.

4. Technician Support & Fleet Coordination

• Coordinate fleet maintenance appointments for technicians.
• Submit technician-related requests, including uniforms and operational equipment.
• Monitor Arizona Alarm Registration license renewals for technicians.
• Support Fingerprint Clearance Card (FCC) compliance by:
  • Providing application guidance
  • Coordinating fingerprint appointments
  • Tracking and monitoring renewal deadlines

5. Financial & Contract Support

• Assist with processing purchase orders, pay applications, subcontractor documentation, and insurance certificates.
• Track project costs and report variances to the Project Manager.
• Support billing and invoicing activities as needed.

6. Communication & Stakeholder Coordination

• Provide weekly project status updates to customers via email.
• Act as a liaison between Project Managers, field teams, vendors, and subcontractors.
• Communicate schedule changes, material updates, and other critical project information.
• Ensure timely distribution of RFIs, submittals, and meeting notes.

7. Project Reporting & Data Management

• Maintain accurate project logs, trackers, and dashboards.
• Regularly report open issues, risks, and pending tasks to the Project Manager.
• Ensure all project data reflects current field conditions and project status.

8. Project Closeout & Handoffs

• Manage project closeout activities by compiling required documentation from Project Managers and field teams.
• Deliver complete closeout packages to the Service Department to support handoff and project takeover.
• Assist the Project Manager with Lessons Learned documentation for post-project reviews when required.

Required Qualifications: List of the minimum qualifications needed to perform the job.

• High school diploma / Associate's / Bachelor's degree plus
• 3-5 years experience
• Strong organizational and time-management skills
• Proficiency in dispatching and service applications
• Knowledge of Service Titan, spreadsheets, and Teams 
• Ability to work independently and as part of a team

 Skills & Competencies:

• Strong communication skills (verbal and written)
• Attention to detail and accuracy
•  Problem-solving and critical-thinking skills
•  Ability to manage multiple priorities
• Professionalism and confidentiality

 Work Environment & Physical Requirements 

• Ability to sit/stand for extended periods
• Ability to lift up to 25 pounds
• This is a in-office only position.

Compliance and Standards:

• Adherence to company policies, procedures, and applicable laws.
• Maintain confidentiality and uphold ethical standards.

 Join Benson Systems, Where Your Talent Thrives

 At Benson Systems, we believe great people deserve great support. When you join our team, you're not just accepting a job, you're becoming part of a company that invests in your well-being, growth, and success.

• Outstanding Benefits – Enjoy comprehensive health insurance for you and your family, including 100% company-paid employee-only medical coverage, plus robust dental and vision plans, a 401(k), and even pet insurance.
• We Invest in Your Expertise – We pay for required certifications and license renewals so you can focus on advancing your skills without added financial stress.
• Generous Paid Time Off – Take time to recharge, travel, or be with the people who matter most. We value work-life balance.
• Competitive Compensation – Your work matters, and we make sure you're rewarded with a compensation package that reflects your contributions.
• Career Growth Opportunities – Build a future with us through ongoing professional development and advancement opportunities.
• A Family-First Culture – Enjoy company gatherings where families are welcome, creating a supportive, inclusive environment that truly feels like a community.

 EEO Statement:

 Benson Systems is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. All qualified applicants will receive consideration for employment without regard to any of these protected characteristics.