Project Communications & Coordination Specialist

About Us

Apollo is a Mission-Critical Infrastructure Engineering, Construction, Commissioning, and Operations Support Services Company. We serve mission-critical industries globally with commissioning, emergency response, operations support, and owner's representative services. Apollo is currently executing projects in multiple states in the United States, Canada, Mexico, Chile Brazil Spain & Ireland.

Since our inception, we have built a commissioning firm based on trust, one relationship at a time. We hire the best people who can handle critical systems, love challenges, and thrive in a dynamic environment. We focus on understanding each client's needs and are relentless in meeting them.

Position Summary

The Project Communications & Coordination Specialist supports Apollo Mission Critical Services’ project teams by coordinating project communications, documentation, stakeholder engagement, reporting, meeting activities, and project information across internal teams, clients, subcontractors, and business operations.

The position serves as a communication and coordination link between technical project teams and business stakeholders, ensuring that complex project information is accurately documented, communicated, tracked, and presented to the appropriate audiences.

The role requires strong professional writing, information analysis, stakeholder communication, content development, and organizational skills to translate technical and operational project information into clear reports, presentations, correspondence, and project documentation.

Key Responsibilities

Project Communications & Reporting

- Develop and coordinate project communications for internal teams, clients, subcontractors, and business stakeholders.

- Prepare project progress reports, executive summaries, presentations, meeting materials, and other project communications.

- Gather information from technical and operational teams and translate it into clear written and visual communications for technical and non-technical audiences.

- Support project leadership in preparing progress reporting for the Executive Management Team.

- Maintain accurate communication records and project documentation.

- Assist in communicating project milestones, risks, schedule changes, action items, and operational priorities to relevant stakeholders.

Project Coordination

- Assist with project initiation, kickoff activities, RFIs, submittals, and project documentation.

- Develop, maintain, and monitor schedules of project deliverables, meetings, action items, and communication requirements.

- Coordinate project meetings, prepare agendas and supporting materials, document discussions, and distribute meeting minutes and action items.

- Follow up with project stakeholders to ensure assigned actions and deliverables are completed within required timelines.

- Coordinate information between Project Management, Commissioning, Business Operations, clients, and subcontractors.

- Support resource and project activity forecasting by collecting and organizing information from project teams.

Stakeholder & Client Engagement

- Maintain effective communication with clients and project stakeholders throughout the project lifecycle.

- Coordinate client communications related to project progress, deliverables, meetings, documentation, and outstanding actions.

- Support project leadership in maintaining positive long-term client relationships.

- Monitor stakeholder concerns and coordinate communication with appropriate project personnel to facilitate resolution.

- Assist with communication strategies for complex or sensitive project issues.

Documentation & Information Management

- Organize and maintain project correspondence, reports, presentations, meeting records, action logs, and other project information.

- Review project documentation for accuracy, consistency, clarity, and professional presentation.

- Track project information and deadlines using company project-management and collaboration systems.

- Assist project teams with document control and information-sharing processes.

- Develop communication templates, project reporting formats, and standardized documentation.

Proposal & Business Communications

- Coordinate with Program Management and Marketing teams in preparing proposals, presentations, project profiles, client communications, and other business-development materials.

- Research and organize information required for proposals and presentations.

- Develop written content describing project capabilities, project progress, services, and operational activities.

- Support preparation of client-facing presentations and project communications.

- Ensure communications accurately represent Apollo’s services, capabilities, and project activities.

Cross-Functional Coordination

- Coordinate communications between Project Management, Commissioning, Business Operations, HR, Marketing, and other internal departments.

- Support onboarding and communication activities for project personnel when required.

- Assist with communication and coordination involving international and multicultural project teams.

- Support project leadership with administrative and communication activities necessary for successful project delivery.

- Perform other related communication and project-coordination duties as assigned.

Qualifications

Professional Skills

- Excellent professional written and verbal communication skills.

- Ability to analyze complex technical and operational information and communicate it clearly to different audiences.

- Strong professional writing, editing, research, and information-management skills.

- Strong stakeholder and client communication skills.

- Experience coordinating information across multidisciplinary teams.

- Ability to prepare professional reports, presentations, meeting documentation, and executive communications.

- Excellent organizational and project-coordination skills.

- Ability to manage multiple deadlines and priorities simultaneously.

- Strong attention to detail.

- Cross-cultural communication skills and ability to work with international teams.

- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.

- Experience with project-management, document-management, or collaboration platforms preferred.

Preferred Experience

- Experience in communications, stakeholder coordination, client relations, project coordination, or related professional environments.

- Experience preparing reports, presentations, communications, or client-facing documentation.· Experience working in multicultural environments.

- Experience within engineering, construction, commissioning, data centers, or mission-critical environments is preferred but not required.

- Experience coordinating meetings, schedules, deliverables, and stakeholder activities.

- Experience supporting multidisciplinary or international teams.

Education

- Bachelor’s degree in Journalism, Communications, Social Communication, Public Relations, Corporate Communications, or a closely related field required.

- The position requires academic preparation in professional communication, research, information analysis, written communication, stakeholder engagement, and development of communication materials for different audiences.

Prerequisites for Employment

- Successful background check, including pre-employment drug screening

- US citizens, permanent residents or any candidate with eligibility to work in the US

Role within Apollo

The Project Communications & Coordination Specialist does not perform engineering design, commissioning testing, or technical engineering functions.

Instead, the position supports Apollo’s technical teams by managing the  communication, documentation, reporting, stakeholder coordination, and information-management functions required for successful delivery of complex projects.

The specialist works closely with Project Managers, Commissioning Managers, Engineers, Business Operations, clients, subcontractors, and other project stakeholders.

What We Offer

Apollo offers its employees a full benefits package, including:

- Health and wellness plans (medical, dental, vision, life, disability)

- Flexible spending accounts

- Paid time off, holidays, and more

- Paid parental leave

- 401K plan with immediate match benefits

- Employee assistance programs

- Tuition reimbursement programs

- Employee discount programs

Apollo challenges the brightest, most talented, and driven individuals in the industry by providing an environment that embraces initiative, diversity, and achievement. We are an Equal Employment Opportunity, Affirmative Action employer supporting women, minorities, veterans and people with disabilities. We participate in the Department of Homeland Security E-Verify program.