Project Coordinator & Warehousing

Pavion Connects and Protects by providing innovative fire security and communication integration solutions to customers across 70 U.S. locations and 22 countries. We bring industry-leading expertise to clients in enterprise healthcare education government data center and retail industries.

As a global leader Pavion specializes in the design installation service and maintenance of cutting-edge fire alarm systems critical communications video surveillance access control and advanced AV technologies. Our mission is to bring clarity and transformation to safety security and communication through integral technology and radical service.

With a commitment to safety reliability and operational excellence Pavion ensures scalable future-ready solutions tailored to meet and exceed our clients needs. Learn more at

Pavion and our family of companies are seeking a talented and motivated Project Coordinator & Warehousing to join our shared services team. The Project Coordinators main job is to manage and oversee the scheduling execution and completion of installation projects ensuring efficient coordination between customers installers and other stakeholders. Their responsibilities include reviewing project details coordinating resources scheduling installations communicating with customers troubleshooting issues and ensuring projects are completed on time within budget and to quality standards. The coordinators purpose is to ensure all projects assigned (typically 25k and under) run smoothly efficiently and successfully. This involves acting as a central point of contact to facilitate communication and logistics so that installations happen on schedule and to customer satisfaction. This role works with management to execute assigned projects and does not work for the Project Managers.

Position Responsibilities:

Project Coordination & Support

• Perform administrative and organizational tasks related to planning materials tracking and project documentation
• Execute specific project tasks such as permit applications project kickoffs and closeout deliverables (e.g. O&M manuals as-builts test reports warranties training forms)
• Provide general administrative support and assist with ad hoc project-related tasks

Scheduling & Resource Planning

• Maintain daily and weekly schedules for installation field staff
• Identify and resolve scheduling conflicts or deficiencies
• Coordinate technician schedules site access delivery timelines and staff planning
• Support PMO activities related to new hire onboarding

Communication & Stakeholder Engagement

• Serve as a point of contact for field technicians customers vendors and internal teams
• Relaytimelyandaccurateinformation between project stakeholders
• Communicate with customers to gather project requirements provide updates estimate timelines and address any concerns

Documentation & Reporting

• Provide weekly project updates to stakeholders andmaintainclear organized documentation
• Document and track key decisions changes and actions from meetings (e.g. scope changes procurement issues)
• Track costs margins and budgets for work orders and ensureaccuratebilling including warranty/non-warranty items

Issue Management & Quality Control

• Identify and escalate issues such as project delays missing equipment or site problems to management
• Assist in collecting and organizing quality control documentation including photos test results and signoffs
• Apply sound judgment and common sense when handling instructions and making decisions

Materials Inventory & Logistics Coordination

• Track equipment orders deliveries and material availability to support project schedules and technician readiness
• Receive and process incoming materials including verifying shipments labeling and entering receipts into the company inventory system
• Stage materials and equipment for upcoming installations and service jobs.
• Maintain accurate inventory and transaction records by issuing materials to jobs tracking shipments and updating work orders
• Process RMAs and coordinate return of defective or incorrect materials with vendors ensuring proper documentation and credit
• Prepare package and distribute parts or equipment for technician pickup jobsite delivery or outbound shipment
• Maintain organized records of materials tools and consumables to support operational and project reporting

Basic Qualifications:

• High school diploma or GED
• 2 years of relevant experience including customer service dispatch or technical support; or an equivalent combination of education and experience
• 1 years experience as a stockroom worker warehouse or inventory
• 1 years experience with warehouse computer systems
• Familiar with warehouse operations inventory control safetyprotocolsandapplicable software programs
• Experience with scheduling or workforce management software
• Familiarity with low-voltage systems construction projects or technical terminology
• Proficient in Microsoft Office and comfortable using business software tools
• Strong attention to detail and documentation accuracy
• Strong skills in communication organization problem-solving and customer service
• Ability to manage workload independently prioritize tasks and work with minimal supervision
• Able to collaborate effectively with both office and field teams
• Demonstrates a desire to learn grow and adapt in a professional environment

Preferred Qualifications:

• Associates degree or coursework in business project management or a related field
• Experience working in industries such as security systems fire alarm AV integration or construction
• Familiarity with permitting processes or project closeout documentation
• Knowledge of project management tools (e.g. Smartsheet MS Project Procore or similar)
• Basic understanding of inventory and procurement processes

Salary: $50 - 60k per year depending on experience

Disclaimer: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required. The employer has the right to revise this job description at any time. The job description is not be construed as a contract for employment.

Pavion is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected veteran status age or any other characteristic protected by law.

Required Experience:

IC