Project Coordinator
Gaithersburg, Maryland
Experience: 0
Category: Administrative & Clerical
Contractor Work Model: Onsite
Brand: System One
Compensation Range: 60000.00 - 70000.00
Job ID: 349649
Date Posted: 04/22/2026
Shortcut: http://jobs.systemone.com/haFAir
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
- 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 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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Ref: #851-Rockville-S1
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