Project Administration & Service Coordinator

Summary

The Project Administration & Service Coordinator plays a critical role in keeping projects and service operations organized, on schedule, and running smoothly. This position supports project managers and field teams by coordinating documentation, procurement, scheduling, and service activities from project kickoff through closeout.

This is a full-time, in-office position that works closely with project managers, technicians, and administrative staff to support day-to-day operations.

Success in this role requires exceptional organization, attention to detail, proactive follow-up, and the ability to manage multiple priorities. The ideal candidate takes initiative, communicates with confidence both written and verbally, and takes pride in maintaining accurate records.

This role is central to keeping projects organized, maintaining accurate documentation, and helping teams stay on track throughout project execution.

Key Responsibilities

Project Management Support

• Assist project managers with administrative coordination including procurement, subcontract documentation, project kickoff preparation, and maintaining organized project files
• Support project closeout by compiling required documentation such as warranties, O&M manuals, test results, as-built drawings, and records of completion
• Maintain project records and tracking tools within internal systems such as SharePoint and monday.com

Submittals, Permits & Documentation

• Prepare and submit product data sheets, permits, contractor registrations, and other project documentation for approval
• Track submittal status, follow up on approvals, and maintain accurate documentation records
• Coordinate CAD files, parts lists, and other documentation required for fire alarm design and project execution

Procurement & Change Order Coordination

• Create purchase orders for project materials, services, and change orders based on project manager’s direction
• Track purchase orders and update change order documentation to ensure accurate project cost tracking

Tool & Equipment Management

• Manage testing equipment and inspection kits including check-in/check-out, maintenance, battery charging, and ensuring kits are properly stocked
• Upload and manage testing data and coordinate equipment calibration and software updates

Service Coordination

• Receive and log service requests, maintain customer information, and schedule service technicians in coordination with project managers
• Review technician job notes and prepare service invoices for internal review and customer billing

Inspection & Monitoring Coordination

• Schedule inspection services with customers and subcontractors and maintain inspection schedules
• Maintain monitoring customer records, prepare monitoring quotes and renewal contracts, and coordinate setup for new monitoring accounts

Software & System Administration

• Maintain ServiceTrade user access and permissions
• Assist with system updates and coordinate with technical support when needed

Key Competencies

Organization & Attention to Detail

Ability to manage multiple tasks while maintaining accurate documentation and tracking project information. Produces high-quality work, identifies discrepancies, and proactively resolves issues before they impact project timelines.

Communication & Follow-Up

Professional communicator comfortable making phone calls, following up consistently, and coordinating with customers, vendors, subcontractors, and internal teams to keep projects moving forward.

Initiative & Ownership

Self-motivated and proactive. Takes responsibility for tasks, identifies what needs to be done, and follows through to completion. Comfortable asking questions and seeking clarification when needed.

Coordination & Time Management

Able to prioritize competing deadlines and coordinate multiple projects, service calls, and documentation requirements simultaneously.

Collaboration

Works effectively with project managers, technicians, and administrative staff to support team success and deliver excellent service.

Work Ethic

Demonstrates reliability, accountability, and a willingness to go the extra mile when needed to ensure commitments are met.

Who Thrives in This Role

This role is ideal for someone who:

• Is highly organized and enjoys creating structure and order
• Takes pride in accuracy and thorough documentation
• Is comfortable making phone calls and following up persistently
• Takes initiative and does not wait to be told what needs to be done
• Enjoys supporting teams and helping projects run smoothly
• Can manage multiple priorities without losing attention to detail

Experience, Skills & Qualifications

Required

• Proficiency with Microsoft Office (Outlook, Excel, Word)
• Strong communication, organization, and problem-solving skills
• Ability to manage multiple tasks independently while meeting deadlines
• Professional and confident communicator comfortable making phone calls
• Must be able to work full-time in our office location and collaborate directly with team members

Preferred

• Experience in construction, electrical services, service operations, or project coordination
• Experience supporting project managers or field teams
• Familiarity with web-based tools such as Monday.com, Slack, Procore, or Adobe
• Experience with service management or project tracking software

Compensation & Benefits

At iWire Technologies, Inc., we believe great people deserve strong support both professionally and personally. We offer a comprehensive compensation and benefits package designed to support long-term success and work-life balance.

Annual Salary Range
$47,000 – $60,000 (commensurate with experience and qualifications)

Benefits

• Paid Holidays
• Paid Time Off (PTO) with increases based on tenure
• 401(k) retirement plan with dollar-for-dollar company match after your first year
• Medical insurance with 70% employer-paid premiums for employees and 25% for dependents
• Long-term career stability with a family-owned company that has been doing business since 1990
• Opportunities for professional growth and increased responsibility

Who We Are

iWire Technologies, Inc. is a family-owned electrical services company serving Northern Illinois and surrounding areas. We provide high-quality solutions for residential, commercial, and industrial projects of all sizes.

Our vision is to build an enduring company of great people delivering sought-after, unparalleled service that positively impacts our customers, employees, and communities.

Trust anchors everything we do and is earned through our five founding values:

• Honesty
• Loyalty
• Relationships Matter
• Grit
• Fun

At iWire, our people are the foundation of our success. We build engagement and trust by delivering on our commitments to each other: Training, Preparation and Support, Feedback and Accountability, and One Team.

How to Apply

If you are interested in joining our team, please send your resume and cover letter to:

[email protected]

Please include the word “organized” in the subject line of your email, so we know you carefully reviewed the job posting.

Pay: $47,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Parental leave

Work Location: In person