Project Services Coordinator

About Roberts Civil Engineering

Your success is our mission at Roberts Civil Engineering and that starts with our employees. We are made up of talented, responsive people that work with the utmost precision.

Our core values include integrity, efficiency, kindness, and excellence. We take pride in doing our very best at every task regardless of the size and exhibit a “can do” mentality during a challenge. The team treats others with the highest respect. We build others with positive conversation, frequent affirmation, and encouragement.

Our work atmosphere promotes a work/life balance and our employees frequently say this is the best environment in which they have worked. 

About the role

Roberts Civil Engineering is seeking a Project Services Coordinator for our Consulting Division. This role will provide project coordination support to assigned project managers, including the Grant Manager, while maintaining designated companywide CRM responsibilities. The ideal candidate will coordinate project information, deadlines, communications, documentation, and follow-up; maintain accurate lead and opportunity records; prepare agreed reports; and provide process support to CRM users. This position requires strong organization, attention to detail, and the ability to work effectively across project, client, and business-development processes. 

The person awarded this position will… 

Tactical Work

• Support assigned project managers, including the Grant Manager, with project documentation, schedules, meetings, action items, deadlines, submissions, and follow-up activities. 

• Create, organize, and maintain Word, Excel, PDF, and other project documents using approved templates and systems. 

• Collect required project and grant-related information from internal contributors and coordinate timely completion of assigned deliverables. 

• Maintain organized project files, correspondence, meeting notes, status information, and supporting documentation. 

• Coordinate routine communications and information flow with clients, agencies, review authorities, partners, contractors, subcontractors, and internal team members as directed by the responsible project manager. 

• Assist with proposals, statements of qualifications, grant materials, applications, reports, and other assigned submissions. 

• Track project and grant requirements, milestones, due dates, assigned owners, and outstanding items; escalate delays, missing information, or risks to the responsible project manager. 

• Coordinate meetings, prepare agendas and materials, document decisions and action items, and distribute approved follow-up information. 

• Administer assigned CRM data processes and complete approved updates to client, contact, lead, opportunity, and activity records. 
• Provide administrative coordination for designated product lifecycle meetings and related workflows in Monday.com, including meeting materials, action items, assigned owners, due dates, and follow-up.
• Maintain lead and opportunity records, including assigned owner, stage, status, activity, next step, and required supporting information. 

• Prepare agreed recurring reports on leads, opportunities, CRM activity, data quality, and follow-up items for designated leaders. 

• Provide process support to CRM users, including basic guidance, templates, data-quality follow-up, and escalation of system, ownership, or workflow questions. 

• Monitor assigned RFP, RFQ, grant, and procurement sources; enter and route relevant opportunities to the appropriate decision-maker. 

• Coordinate with the Marketing & Communications Specialist and technical teams on approved proposal, pursuit, resume, project profile, experience list, and related materials. 

• Document relationship-building activities in the company CRM on behalf of assigned team members, ensuring records are accurate, complete, and current.
• Conduct property research to identify potential development opportunities based on criteria and parameters established by Technical Division leaders.

• Performs other related duties as assigned. 

Strategic Work

• Support consistent project delivery by maintaining clear, timely, and accurate information for assigned project managers and project teams. 

• Partner with the Grant Manager and Consulting Division leaders to improve coordination of grant-related projects, submissions, reporting requirements, and follow-up activities. 

• Support companywide CRM consistency by identifying incomplete, outdated, or unclear records and coordinating corrective follow-up with the appropriate owner. 

• Maintain documented CRM processes, reporting expectations, and user resources that support consistent use across the company. 

• Assist leaders in maintaining visibility into active leads, opportunities, upcoming submissions, and required next steps without assuming ownership of pursuit or client decisions. 

• Identify practical improvements to recurring project coordination, grant support, CRM, reporting, and opportunity-tracking processes and recommend changes to the appropriate leader. 

• Maintain clear authority boundaries: project managers and designated leaders retain responsibility for technical decisions, project scope, budgets, schedules, contracts, client commitments, grant strategy, pursuit decisions, and project outcomes. 

Qualifications & Experience

• Bachelor’s degree preferred; relevant experience in project coordination, grants administration, business administration, client service, or a related field may be considered. 

• One to three years of experience coordinating projects, deadlines, records, meetings, submissions, client communications, or comparable work preferred. 

• Experience supporting grant-funded work, grant applications, compliance reporting, municipal consulting, civil engineering, architecture, construction, or another professional-services environment is a plus but not required. 

• Experience maintaining CRM, project, or business-development records and preparing recurring reports preferred. 

• Strong organizational, written communication, documentation, and follow-through skills. 

• Ability to manage multiple assignments and deadlines while maintaining accurate records and appropriate approvals. 

• Proficiency with Microsoft Office; familiarity with CRM systems, Monday.com, Adobe InDesign, or comparable tools is a plus. 

• Ability to work independently and collaboratively with project managers, technical teams, clients, agencies, and support functions. 

• United States Work Authorization required. 

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer 

• Must be able to lift up to 15 pounds at times 

• Must be able to travel to RCE offices, client meetings, agency meetings, project sites, and other assigned locations 

• Must be able to access and navigate job sites and construction areas as required for assigned responsibilities