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Project Coordinator

System One • Gaithersburg, MD • 1h ago

Job Title: Project Coordinator

Location: Gaithersburg, Maryland

Type: Direct Hire

Responsibilities

Communicate with clients to clarify scope, timelines, and expectations

Coordinate project start dates and confirm key contacts

Prepare meeting documentation and track follow-ups

Provide clear written communication to vendors and stakeholders

Maintain master project schedules and calendars

Coordinate labor and freight scheduling with Project Managers

Confirm vendor availability and track key milestones

Ensure smooth project handoffs from intake through execution

Assist in obtaining vendor quotes and building project budgets

Prepare contracts, RFP/RFQ responses, and change orders

Review and edit project solutions with internal teams

Support billing documentation and expense tracking with Accounting

Maintain organized project files and documentation

Track and follow up on Certificates of Insurance (COIs)

Ensure all required documentation is completed before project start

Monitor incoming communications and update internal systems

Maintain and update HubSpot CRM and workflows

Track project progress and flag delays or gaps

Assign and manage follow-up tasks

Create structured task lists and coordination summaries

Requirements

3-5 years of experience in project coordination, scheduling, move management, construction, or similar fields

Strong proficiency in Microsoft Word and Excel

Highly organized with strong attention to detail

Ability to manage multiple projects simultaneously

Excellent written and verbal communication skills

Reliable, responsive, and accountable

Able to work independently with minimal supervision

Valid driver's license and reliable transportation

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

LI-KA1

M1

Ref: #851-Rockville-S1

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

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