.Job Title: Project Coordinator – Controls and Energy Services

Job Description

This multifaceted Project Coordinator role supports Controls and Energy Services projects from contract setup through completion. The role is responsible for maintaining the controls service agreement database and renewal process, managing proposals and contracts, supporting the sales team during proposal development, and serving as a backup to the Service Coordinator when needed.

The Project Coordinator will collect, coordinate, and distribute information and approvals required to successfully execute Controls and Service projects, ensuring alignment with goals for quality, schedule, budget, profitability, safety, and customer satisfaction.

ResponsibilitiesManage the controls service agreement system, including new agreement setup, renewals, changes, and cancellationsParticipate in sales-to-operations turnover meetings to ensure accurate contract setup (pricing, billing, scope, equipment, and schedules)Administer the monthly renewal process, including tracking expirations, generating proposals, and communicating with customersFollow up on cancellations to identify root causes, attempt retention when possible, and escalate trends to leadershipMaintain logs tracking contract value changes, pricing updates, and scope adjustmentsCoordinate Controls project assignments with Energy Services and Operations leadershipDevelop working knowledge of Siemens, Tridium, and Prolon product lines and act as a liaison with manufacturersPlace, track, and coordinate delivery of materials for projects and techniciansMaintain organized inventory and stockroom to ensure accuracy and availabilityEnsure controls-related software licenses remain currentCoordinate IT and technical support cases for field techniciansProvide administrative support to leadership and operations teams, including reporting and documentationAssist with purchasing materials, equipment, and subcontractor servicesCoordinate permits, distribute contract documents, and establish project filesMaintain project tracking tools, including schedules, RFIs, change orders, and resource loading chartsRun weekly Work-in-Progress (WIP) reports and support project review meetingsPrepare invoices, track payments, and assist with pay applications and lien waiversSupport project startup, commissioning, and owner training coordinationAssist with project closeout, including as-builts, warranties, O&M manuals, and punch listsMaintain estimating tools, pricing databases, and material standardsSupport technicians with administrative coordination, including work orders and preventive maintenance trackingAssist with bid coordination, subcontractor qualification, and buyout processesEssential Skills3+ years of administrative or project coordination experience within AEC (construction, engineering), manufacturing, or a related technical industry environmentProven experience directly supporting project-based teams with responsibilities such as documentation, scheduling, purchasing, invoicing, and coordinationStrong data entry and administrative experience with high attention to detailProficiency in Microsoft Office (Excel, Word, Outlook)Strong organizational skills with the ability to track multiple projects, logs, and documentation accuratelyAbility to prioritize tasks and adapt in a fast-paced, deadline-driven environmentExperience supporting WIP reporting, project tracking, or similar operational reporting processesCustomer service skills with the ability to communicate professionally with internal teams and external stakeholdersAdditional Skills & QualificationsExperience supporting controls, energy services, construction, or mechanical/electrical projectsFamiliarity with Siemens, Tridium, Prolon, or similar building automation systemsExperience with RFIs, change orders, permits, and project closeout documentationExposure to subcontractor coordination, purchasing, and contract administrationExperience working with estimating tools, pricing spreadsheets, or material tracking systemsStrong written and verbal communication skillsWork Environment

This role operates in a professional, construction-support environment with a well-maintained office setting. The position requires regular collaboration with operations, sales, and technical teams, as well as interaction with field technicians and external partners.

Work is primarily computer-based using Microsoft Office and project management systems. Typical hours are early daytime (7:00–7:30 a.m. start), providing a consistent schedule. The organization offers a stable, team-oriented environment with structured processes supporting project delivery.

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call. 

Job Type & Location

This is a Permanent position based out of Rocky Hill, CT.

Pay and Benefits

The pay range for this position is $55000.00 - $65000.00/yr.

Company offers a standard benefits package comprised of Health, Dental, Vision, PTO, etc.

Workplace Type

This is a fully onsite position in Rocky Hill,CT.

Application Deadline

This position is anticipated to close on May 26, 2026.

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\nAbout Aston Carter\n\n

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® double diamond winner for both client and talent service.

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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.

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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 astoncarteraccommodation@astoncarter.com for other accommodation options.

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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.

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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.

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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.

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