Project Operations Coordinator

Description

About the Company

With over 20 years of developing and installing renewable solutions in Utah, Gardner Energy is one of the longest running solar companies in Utah. Building on decades of local credibility, strong brand equity, and a renewed commitment to scalable, high quality solar solutions we are now expanding aggressively in the state’s residential solar market. We are seeking a Project Operations Coordinator who is responsible for the end-to-end operational execution of awarded service projects across Gardner Energy’s Advanced Electrical Services (AES), Reliability, and Residential Solar divisions.

This role serves as the central owner for back-office project execution, ensuring projects move smoothly from customer acceptance through field execution and final invoicing. While field crews perform the onsite and technical work, this position owns the coordination, scheduling, procurement, customer status communication, and administrative execution required to deliver projects efficiently and consistently.

This is a high-volume, fast-paced role managing many small projects simultaneously, deploying multiple teams on 1-5 day projects across multiple customer segments and applications, and is ideal for someone who thrives on organization, accountability, and operational follow-through.

Duties and Responsibilities

Key Responsibilities

Project Intake & Setup

• Assume ownership of projects upon customer acceptance (contract, PO, or MSA-triggered work).
• Perform project setup, documentation review, and internal handoff coordination.
• Establish project schedules and timelines in coordination with field leadership.

Scheduling & Coordination

• Plan and schedule field resources, ensuring crews are not double-booked.
• Coordinate with field service leads to align labor availability with project timelines.
• Monitor progress across all active projects and proactively resolve scheduling conflicts.

Procurement & Material Management

• Place vendor purchase orders in accordance with approved project scope and budgets.
• Monitor material lead times and confirm alignment with scheduled field work.
• Coordinate receiving and ERP-based material receipt with warehouse staff.
• Match vendor invoices to purchase orders and approve for processing.

Customer Communication

• Serve as the primary customer contact for project status, scheduling, and execution updates.
• Coordinate internally on technical or scope-related inquiries, routing them to the appropriate technical lead or sales contact.
• Maintain clear, professional, and timely customer communications throughout the project lifecycle.

Project Closeout & Invoicing

• Confirm project completion and required deliverables.
• Prepare and issue customer invoices in accordance with contracts, POs, or accepted scope.
• Coordinate closeout documentation and handoff to Accounting and Finance.

Reporting & Process Improvement

• Maintain active project tracking across backlog, work-in-progress (WIP), and closeout stages.
• Produce weekly project status reporting for leadership, Sales, and Operations.
• Identify opportunities to improve tools, workflows, templates, and reporting processes.
• Perform other duties as required or assigned.

Required Qualifications

• 2–5 years of experience in project coordination, operations, or service delivery environments
• Experience managing a high volume of small to mid-sized projects simultaneously
• Strong organizational skills and attention to detail
• Comfortable coordinating schedules, vendors, and internal stakeholders
• Proficiency with spreadsheets (Excel / Google Sheets)
• Strong written and verbal communication skills

Preferred Qualifications

• Experience in commercial services, construction services, electrical, solar, or critical power industries
• Exposure to procurement, purchase orders, and vendor coordination
• Experience working in spreadsheet-heavy or manually built operational systems
• Interest or experience in building improved tools, templates, and workflows

Skills & Competencies

• Organization: project controls and stage-based workflow management 
• Problem solving: crew scheduling and resource coordination across concurrent projects that change and adjust mid-process
• Communication: clear and regular communication with crew and customer, as well as operational tracking and backlog / WIP reporting to management and stakeholders
• Teamwork: cross functional coordination and collaboration in technical service environments with sales, engineering, and field crews

Compensation & Benefits

• $50-75k annual DOE
• Health insurance
• Retirement plans
• Paid time off
• Bonuses or incentives

Work Environment

• Primarily office work environment with need for in-person presence during business hours. Limited field work during training to get an understanding of Gardner products and services.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).