Project Coordinator

Well Bilt Industries USA, LLC, "The Hangar Door People," designs, manufactures and installs hangar doors for aviation, agricultural and industrial buildings, with headquarters in Ocala, Florida.

We're hiring a Project Coordinator to support an overseas project from our Ocala office. You'll keep the project running day to day: scheduling crews, tracking time, managing equipment rentals, arranging staff travel and lodging, and handling general administrative work. You'll serve as the key link between the Ocala office, our crews overseas, local vendors and the customer.

Location: Ocala, FL office, supporting an overseas project

Job Type: Full-time

KEY RESPONSIBILITIES

Scheduling

• Build and maintain work schedules for crews, subcontractors and deliveries
• Coordinate meetings, site visits and inspections
• Update project leadership on schedule changes, delays and upcoming deadlines

Timekeeping

• Collect, review and submit weekly timesheets for all project staff
• Track hours, overtime, days off and attendance
• Work with accounting to make sure payroll records are accurate and on time

Equipment Rentals

• Rent lifts, cranes, tools and other equipment from vendors near the overseas job site
• Schedule deliveries and pickups, and return equipment on time to avoid extra charges
• Keep rental agreements, invoices and an up-to-date equipment log

Travel and Accommodations

• Book flights, lodging and ground transportation for traveling staff
• Coordinate arrivals, departures and lodging changes or extensions
• Help staff with visas, work permits and travel documents as needed

Administrative Support

• Manage project files, purchase records, receipts and correspondence
• Translate and interpret between English and Spanish for staff, vendors and the customer
• Order office and site supplies
• Prepare simple reports and track project expenses

QUALIFICATIONS

Required

• 2+ years of experience in project coordination, office administration or a similar role
• Strong organization and scheduling skills, with close attention to detail
• Experience with timesheets, payroll tracking or recordkeeping
• Comfortable with email, spreadsheets (Excel or Google Sheets) and scheduling tools
• Able to work some early or late hours to coordinate across time zones

Preferred

• Experience in construction, manufacturing or industrial projects
• Experience booking international travel and lodging
• Experience working with equipment rental vendors
• Experience working with international teams or vendors
• Fluent in written and spoken English and Spanish.

Well Bilt Industries USA, LLC is an equal opportunity employer.

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person