Project Coordinator

Description

We are seeking a Project Coordinator to support project managers across the full lifecycle of civil engineering projects, with a strong focus on complex NYC public sector work. This individual will prepare fee proposals, draft contracts and subcontracts, and ensure projects adhere to contract terms, compliance standards, and regulatory requirements typical of municipal and agency-driven projects.

The Project Coordinator will develop Work Breakdown Structures (WBS), project authorizations, and budgets while aligning with client invoicing requirements and public sector billing guidelines. This role also supports subconsultant invoice processing and monitors project financials, including budgets, revenue, variance, and work-in-progress, with attention to the reporting and documentation standards common in public sector work.

Working closely with Project Managers, this person will assist with pre-bill reviews, resolve revenue variances, and support revenue recovery efforts within public funding constraints. Acting as a liaison between internal teams, clients, subconsultants, and public agencies, the Project Coordinator ensures clear, compliant communication across stakeholders. The role also participates in monthly project reviews and partners with Business Operations to analyze performance and identify opportunities to improve financial outcomes.

Additional Skills & Qualifications

• 3+ years of experience drafting contracts and subcontracts
• 3+ years of experience preparing proposal templates
• 3+ years of change orders experience
• Experience working for an engineering or architectural firm with revenue over $150 million
• Create pivot tables and Vlookups in Excel
• Proficient within Deltek, BST, or Oracle

Job Type & Location

This is a Contract to Hire position based out of Chicago, IL.

Pay and Benefits

The pay range for this position is $32.00 - $37.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Oct 13, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.