Project Coordinator

Job Title: Project Coordinator Job Description
The Project Coordinator provides comprehensive administrative and coordination support to a major heavy-industrial capital project, working closely with the Project Director and project leadership team throughout FEED and EPC phases. This role focuses on organizing meetings, managing documentation and data, supporting project controls and reporting, and facilitating logistics for both home-office and site-based project activities. The position offers exposure across the full project life cycle, from early engineering through construction execution to operations turnover, within an integrated and collaborative project environment.
Responsibilities
- Provide day-to-day administrative and coordination support to the Project Director and project leadership team throughout FEED and EPC execution.
- Coordinate and schedule project meetings, workshops, and reviews; prepare agendas, take and distribute minutes, and track resulting action items through to closure.
- Liaise with project management, discipline leads, contractors, and vendors to gather information, follow up on outstanding items, and keep project workstreams progressing.
- Maintain project distribution lists, organization charts, and contact directories, and ensure updates are implemented promptly and accurately.
- Manage project correspondence, filing systems, and confidential records to ensure information is well organized, easily retrievable, and handled appropriately.
- Prepare clear, engaging PowerPoint presentations and slide decks for project meetings and training sessions, using brand guidelines and modern design standards.
- Collaborate with project teams to gather content, outline key presentation messages, and maintain a digital library of reusable presentation templates and assets.
- Arrange domestic and, when required, international travel, accommodation, and site-access or mobilization logistics for project personnel.
- Support project controls with the administrative aspects of reporting, including compiling inputs and formatting periodic status reports.
- Assist with day-to-day office operations, including supplies and general administrative needs of the home office and, later, the site project office.
- Support project start-up and close-out administrative activities as the project transitions between phases.
- Provide backup and surge support to the Technical Data & Document Control Lead for receipt, tracking, distribution, and disposition of project documentation within the electronic document management system (EDMS).
- Assist in setting up the project electronic file index, maintaining document registers and transmittals, and supporting internal and external document review and distribution processes.
- Support accurate data entry, filing, and revision or status tracking of engineering and vendor documentation.
- Prepare and issue document transmittals and notifications to internal and external stakeholders as required by document volume.
- Assist with scanning, renaming, and formatting hard-copy and electronic documents to meet project naming and revision conventions.
- Apply and follow document control procedures and quality or execution plans, escalating discrepancies when necessary.
- Raise purchase requisitions for routine site office and project needs and track them through to receipt.
- Coordinate minor works and procurement activities on behalf of project management and site teams.
- Support procurement and project accounting with expediting and follow-up on administrative aspects of financial and commercial initiation and approvals.
- Support site mobilization logistics, including office set-up, equipment and furniture procurement, and coordination with vendors and subcontractors for site facilities.
- Act as a point of coordination between the project office and site services or facilities vendors for minor works and consumables.
- Support other ad hoc site administration and coordination needs as they arise during construction execution.
Essential Skills
- 5+ years of project administration, coordination, or executive/administrative support experience, ideally within engineering, procurement, and construction (EPC) or capital projects environments.
- Demonstrated experience in project coordination and project administration, including managing meetings, action items, schedules, reporting, and logistics, and providing day-to-day support to project leadership.
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Visio, and Outlook, with the ability to create executive-level presentations, compile reports, and manage communications.
- Strong organization and attention to detail, with the ability to handle multiple priorities, maintain accurate records, and meet fast-paced deadlines.
- Experience with document control and electronic document management systems (EDMS), supporting document tracking, transmittals, revision control, and electronic filing.
- Ability to work effectively with project managers, engineers, contractors, vendors, executives, and site teams while maintaining professionalism and confidentiality.
- Excellent written and verbal communication skills, enabling effective interaction with diverse project stakeholders and leadership teams.
- Willingness and ability to transition from a home-office environment during FEED to an active industrial construction site during EPC execution, including completing required site safety orientation and complying with PPE requirements.
- Associate's degree, technical diploma, or an equivalent combination of education and directly related experience.
Additional Skills & Qualifications
- Experience in the petrochemical, refining, chemicals, or broader heavy-industrial capital projects sector.
- Prior exposure to technical document control processes and EDMS platforms such as Aconex, OpenText, SharePoint, ProjectWise, or similar systems.
- Experience supporting procurement activities, including purchase requisitions and purchase orders, or coordinating site facilities, temporary offices, or minor works.
- Previous experience working directly for an owner-operator overseeing EPC contractors, engineering subcontractors, or joint-venture partners.
- Flexibility and resilience to adapt to a changing project environment across distinct project phases and locations.
- Familiarity with Microsoft Office Suite beyond core applications, including Visio for process flows or diagrams.
- Interest in learning new project collaboration platforms and EDMS tools as needed.
Work Environment
This is an onsite role with standard working hours of approximately 8:00 a.m. to 5:00 p.m. The position begins in a home-office setting during the FEED phase, providing a structured and collaborative environment focused on project planning, coordination, and documentation. As the project moves into EPC execution, the role transitions to an active industrial construction site, offering a front-row seat on a heavy-industrial mega capital project and exposure across the full project life cycle, from engineering through construction to operations turnover. The work environment emphasizes safety, including completion of site safety orientation and adherence to PPE requirements, and supports close collaboration with multidisciplinary project teams, contractors, vendors, and site services providers. The project offers the opportunity to contribute to a high-profile, confidential initiative that may extend over multiple years and significantly enhance experience with large-scale projects.
Job Type & Location
This is a Contract position based out of Mount Vernon, IN.
Pay and Benefits
The pay range for this position is $25.00 - $35.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. 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)
Job Type & Location
This is a Contract position based out of Mount Vernon, IN.
Application Deadline
This position is anticipated to close on Oct 23, 2026.
Workplace Type
This is a fully onsite position in Mount Vernon,IN.

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 [email protected] 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.