Job Description

The Opportunity

Ulteig and its affiliated companies are hiring for a Project Coordinator who supports Project Managers and delivery teams by maintaining accurate project records, schedules, resource plans, budget and billing information, contract documentation, meeting/action item logs, and reporting tools. This role strengthens project execution by improving visibility into scope, schedule, budget, quality, risk, and closeout activities while supporting the accountability of the Project Manager.

The Project Coordinator serves as a key resource for project setup, document control, meeting coordination, reporting support, and administrative follow-through. The position is designed to strengthen Project Manager effectiveness and project team execution.

**Please note that resumes must be submitted in English for the application to be considered**

What You’ll Do

Project Administration & Documentation

• Assist with project startup activities, including project setup, file structure organization, and maintenance of project documentation.
• Upload, organize, and maintain expected project templates, registers, logs, meeting materials, contract documents, and project records.
• Support documentation control by filing meeting minutes, executed contracts, audit results, project scoreboards, communication plans, work orders, and other required project information.
• Maintain communication logs, project trackers, and assigned sections of project management plans as agreed upon with the Project Manager.
• Help ensure project documentation is accurate, current, complete, and stored in the appropriate project location.

Project Planning, Scheduling & Meeting Support

• Coordinate and schedule project meetings, including kickoff meetings, planning meetings, client meetings, project pulse meetings, audit meetings, debriefs, and lessons learned meetings as requested.
• Prepare meeting logistics, agenda templates, project information, and pre-meeting materials in support of the Project Manager.
• Develop, distribute, and file meeting minutes and action item logs in accordance with project requirements.
• Assist with development and tracking of project schedules based on information provided by the Project Manager or proposal team.
• Support schedule reviews, meeting follow-up, and project team coordination to help maintain project organization and cadence.
• Track RFIs, change and decision logs, review comments, and project deliverable status as assigned by the Project Manager.
• Coordinate the flow of project deliverables through review, comment resolution, and submission by tracking routing, due dates, and follow-up actions with reviewers and project team members.

Financial, Contract & Billing Coordination

• Support financial administration by assisting with work order setup, fee template setup, project budget tracking, and weekly budget reporting to the Project Manager.
• Track subcontractor invoice submittals and support coordination of billing packages for Project Manager review.
• Assist with initial review and organization of billing packages, contract documents, work orders, and related project financial documentation.
• Help ensure updated work orders, executed contracts, and required financial records are filed in the project folder.
• Support fee, schedule, and billing review processes as directed by the Project Manager.

Project Reporting & System Support

• Maintain project plans, schedules, task-level budgets, resource planning information, and project records in company-designated systems including Power BI Dashboards.
• Validate project data to support accurate reporting of project status, budget, billing, schedule, scope, and deliverable progress.
• Run enterprise reports as directed and help organize, summarize, and validate administrative, financial, and project-control information for Project Manager review.
• Track action items, project issues, documentation gaps, and assigned follow-ups to support consistent execution and timely escalation.
• Support updates to WBS, scope-change records, change requests, and related project documentation as directed by the Project Manager.

Quality, Compliance & Closeout Support

• Support quality audit preparation, monthly audit meetings, documentation filing, and follow-up tracking as requested.
• File quality audit results, project closeout information, and lessons learned documentation in the project folder.
• Assist with project closeout activities, including documentation completion, final records organization, and F&O closeout coordination.
• Support coordination of lessons learned materials and other continuous improvement documentation.
• Identify documentation gaps, process issues, or administrative risks and communicate them to the Project Manager.
• Team & Stakeholder Support
• Collaborate with Project Managers, project team members, operations staff, subcontractors, and internal stakeholders to support timely project execution.
• Coordinate follow-up items and administrative tasks delegated by the Project Manager.
• Communicate professionally and clearly with internal and external stakeholders while keeping the Project Manager informed.
• Support continuous improvement of project coordination practices, templates, trackers, and administrative workflows.
• Perform other project coordination duties as assigned.
• Additional duties may include tasks beyond what is listed, such as special projects, assisting colleagues, or new initiatives. A willingness to adapt to changing priorities and support team efforts enhances collaboration and growth opportunities.

What We Expect from You

• Bachelor's degree in business administration, engineering, construction management, project management, or a related field; or equivalent combination of education and professional experience.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and project details simultaneously.
• Excellent written and verbal communication skills, including the ability to prepare clear project updates, meeting minutes, and reports.
• Strong attention to detail and commitment to documentation quality.
• Proficiency with Microsoft Office tools, particularly Excel, Word, Outlook, Teams, and PowerPoint.
• Ability to work effectively with Project Managers, project teams, clients, subcontractors, and internal support functions.
• Ability to maintain accurate, current, and complete project records, trackers, schedules, task budgets, billing information, and closeout documentation.
• Anticipates project administration, documentation, billing, schedule, and deliverable coordination needs before they create project friction.
• Strong critical thinking, adaptability, and problem-solving skills.
• Commitment to quality, accountability, continuous improvement, and client service.
• Ability to support multiple Project Managers and project teams while maintaining accurate and timely project information.
• Ability to work in a hybrid mode schedule; 3 days in the office, 2 days from home.
• Must possess strong verbal and written English communication skills (CEFR level B2–C1). You should be comfortable articulating complex ideas and collaborating effectively within a global professional environment.
• Must have authorization to work legally in Costa Rica for any employer.

As you consider applying for a position, we encourage you to think outside the box – because we do! You might not meet 100% of the skills listed in a description, but we are committed to hiring people with exceptional talent, ability and potential, and then creating an environment where they can become the best versions of themselves. We don’t want to miss out on the possibility of speaking with the next outstanding Ulteig team member, so please apply if you think this role is a great match for your unique skills and strengths.

What You Can Expect from Ulteig

Ulteig and its affiliated companies is a purpose-driven organization that has built a culture focused on people – both our clients and our employees –for over 80 years. Working at Ulteig is more than a job, opening opportunities to make an impact by creating and solving for a sustainable future. We recognize our success relies heavily on the dedication and focus of our workforce; this is why we make investing in our employees a top priority. We prioritize flexibility and staying connected to meet your needs and help you achieve your goals. We value your unique perspective, respect your individuality and celebrate your contributions. At Ulteig, we take our own success and the success of our clients personally.

We offer our team members:

• Flexible Workplace
• Competitive Pay
• Comprehensive Benefits Package
• Collaborative Environment
• Innovative Culture

Our vision is to be the most trusted partners transforming our world’s critical infrastructure. Ulteig and its affiliated companies connect people and resources to develop compelling, integrated solutions across multiple Lifeline Sectors®, including Power, Renewables, Transportation, and Water. Ulteig is a trusted partner in engineering North America’s essential infrastructure and leverages its expertise with a wide range of public and private clients.

At Ulteig and its affiliated companies, we care deeply about our team, listening to their needs and ensuring they have the tools necessary to be productive. Regardless of where you work, you are empowered to build a workday that best suits your strengths. We strive to ensure a balance and separation between home and work life. We support a flexible working schedule so employees are able to focus on what's important to them.

If you would like to be a part of a company that empowers their employees, apply today!

Ulteig, and its affiliated companies, is a Drug Free Workplace

ACHIEVE | GROW | COLLABORATE

This position will be posted for a minimum of 3 days and will continue to be posted for an average of 60 days until a qualified applicant is selected or the position has been cancelled.

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Ulteig, nor any of its affiliated companies, will not accept unsolicited resumes from any source other than directly from a candidate or an approved vendor that has a written and signed agreement in place with Ulteig. Please do not contact or forward resumes to our company employees or locations. Any unsolicited resumes will be considered Ulteig property. Ulteig is not responsible for any charges or fees related to unsolicited resumes.