Project Coordinator
System One, Gaithersburg, MD, United States
Job Title: Project Coordinator
Location: Gaithersburg, Maryland
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.
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Location: Gaithersburg, Maryland
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.
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