Project Coordinator

The Project Coordinator provides comprehensive support to the Federal Express Memphis project teams at Diversified Automation. This role works closely with the project management team to help ensure project deliverables and milestones are achieved on time, within scope, and within budget. The Project Coordinator plays a key role in organizing project activities, maintaining accurate documentation, and supporting day‑to‑day execution to keep project running smoothly. 

Job Responsibilities: 

• Update Weekly Status Reports with the Project Management Team to inform Clients and Internal Leadership of current Project Progress 

• Capture action items during weekly project coordination meetings, distribute meeting minutes, and follow up to ensure timely completion. 

• Consolidate key project information for review meetings with senior management 

• Organize and participate in stakeholder meetings to support alignment and communication. 

• Collaborate with the Project Management and Technical teams to define assignments, tasks, and subtasks. 

• Develop, implement, and maintain an effective scheduling management system 

• Coordinate project timelines with internal departments and external stakeholders 

• Monitor project schedules, identify potential delays, and support mitigation efforts. 

• Utilize resource loaded schedules to forecast labor needs 

• Evaluate performance against baseline schedules and prepare project progress reports 

• Work with finance on project purchase order generation and invoice recognition timing 

• Assist with project change notices and risk register review 

• Create, organize, and maintain project documentation and folders in Microsoft Teams and Datto 

• Serve as a primary communication bridge between internal teams and external stakeholders to ensure alignment throughout the project lifecycle. 

• Respond to customer inquiries and provide timely updates or clarification on project items 

• Maintain project dashboards, trackers, and logs (action items, issues, decisions, RFI logs, lessons learned, etc.) 

• Identify and escalate project risks or issues to the Project Manager and drive follow-up actions. 

• Track change requests, ensuring documentation, approvals, and communication are completed. 

Job Requirements: 

• Bachelor’s degree in engineering, business administration or similar field, or equivalent experience with automation projects 

• Ability to travel domestically – approximately 10% 

• Proven experience in a coordination role within a project-based company 

Knowledge / Skills / Competencies: 

• Ability to manage competing priorities, negotiate timelines, and align stakeholders. 

• Self‑starter with a strong sense of ownership and a proactive approach to improving processes and resolving issues. 

• Strong accuracy and attention to detail when managing documentation, schedules, and project deliverables. 

• Demonstrated ability to work effectively with cross‑functional teams, technical staff, clients, and leadership. 

• Demonstrated cost management awareness 

• Proven ability to support remote team members and resources. 

• Strong communication skills with the ability to convey information clearly upstream and downstream. 

• Advanced listening and communication competencies 

• Demonstrated ability to assist in coordinating projects to achieve time, scope, and budget 

• Foundational time/task management skills 

• Proficient understanding of MS Excel, Word, PowerPoint, Project, Planner, and Visio 

• Ability to work in a fast-paced environment with a sense of urgency