Field Project Coordinator

Overview

Reporting to the Field Services Manager and collaborating with the Assistant Travel Manager, the Field Project Coordinator provides comprehensive administrative and operational assistance for field project activities. This position ensures that field personnel receive necessary travel arrangements, system access, and comply with required training to facilitate effective project delivery. Maintaining accurate records and supporting daily Field Services operations are key components of this role.

Primary Duties and Responsibilities

• Manage travel requests for projects, handling bookings for flights, rental cars, and hotels.
• Track project timelines and adjust travel plans for project extensions or early completions as needed.
• Monitor rental vehicle mileage when applicable.
• Support scheduling of project assignments alongside the Field Services Manager.
• Set up systems access for new employees to streamline onboarding.
• Maintain precise records for employees, travel details, and project data within Airtable and other company tools.
• Assist in compiling weekly Per Diem reports.
• Assign and oversee employee training related to SWPP/Walmart, OSHA, certifications, and compliance requirements.
• Maintain training records and follow up on incomplete training with employees and management.
• Provide ongoing administrative support to ensure smooth daily operations within Field Services.
• Undertake departmental projects and additional duties as assigned.
• Offer operational coverage during absences of key managers to maintain continuity.

Required Qualifications and Skills

• High school diploma or GED is mandatory; an associate degree in Business or related discipline is preferred, or comparable work experience.
• Prior experience with travel coordination, scheduling, or administrative support is desirable.
• Background in construction or field services industries preferred.
• Proficiency with Microsoft Office Suite including Outlook, Word, and Excel; intermediate skills in Excel such as filtering, sorting, formulas, and reporting.
• Experience using Airtable or similar database/tracking systems favored.
• Ability to quickly learn proprietary software and tools.

Work Environment and Physical Requirements

This role operates in a typical office environment characterized by moderate noise, involving frequent sitting, walking, standing, and occasional activities such as climbing, stooping, kneeling, crouching, and balancing. The position requires regular use of eye, hand, and finger coordination for office machine usage and effective oral and auditory communication. Occasionally, the employee may be required to lift or move items weighing up to 20 pounds and must be able to comprehend detailed instructions.

Additional Information

The duties and responsibilities outlined are subject to change at management's discretion to accommodate operational needs or reasonable accommodations. This description is intended to capture the general nature and scope of the position and is not an exhaustive list of all tasks and skills required.