Job Summary

The Project Coordinator serves as a key support role for capital project execution, ensuring procurement, compliance, financial tracking, and project documentation are accurate and up to date. This position partners closely with Project Managers to maintain organization, accountability, and momentum across multiple active projects.

Key Responsibilities

Procurement & Purchasing Support

Manage vendor and contractor quotes, prepare bid comparisons, and process purchase requisitions with accurate cost coding.
Track purchase orders, follow up on vendor commitments, and proactively escalate delays or issues that may impact project schedules.

Compliance Reporting

Support prevailing wage and labor compliance through LCP Tracker administration, certified payroll review, and contractor onboarding.
Monitor compliance documentation and coordinate resolution of reporting issues prior to deadlines.

Financial Support

Maintain project cost tracking and budget tools, support cash flow forecasting, and prepare financial data from ERP systems for reporting and budget reviews.
Identify and escalate budget variances or unusual cost activity to Project Managers.

Project Documentation & Tracking

Maintain project documentation and document control processes, including contracts, RFIs, submittals, change orders, AFE packages, and closeout records.
Update project schedules, milestone trackers, and document control systems while following up on outstanding items.

Meeting Coordination & Administrative Support

Coordinate meetings, prepare agendas and project updates, document action items, and maintain project calendars.
Provide administrative and operational support to Project Managers, helping ensure projects remain organized, compliant, and on schedule.

Knowledge, Skills & Abilities

Project coordination, procurement, vendor management, and contract administration.
Budget tracking, cost control, cash flow forecasting, and financial reporting.
Compliance monitoring, certified payroll review, and documentation management.
ERP systems (Business Central, SAP, Oracle) and Microsoft Office Suite proficiency.
Project scheduling, milestone tracking, and project controls support.
Document control, RFIs, submittals, change orders, and closeout documentation.
Strong organizational, analytical, and problem-solving abilities.
Effective communication and stakeholder coordination across cross-functional teams.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Experience supporting projects through the full lifecycle from planning to closeout.

Qualifications

1–3 years of experience in project coordination, construction administration, procurement support, or a related field.
Strong organizational skills with the ability to manage multiple projects and competing priorities.
Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
Experience working with ERP or financial systems such as Business Central, SAP, or Oracle.
Strong written and verbal communication skills.
Ability to work on-site full-time in Stillwater, Oklahoma.

Preferred Qualifications

Experience with LCP Tracker or certified payroll compliance systems.
Familiarity with Smartsheet, Microsoft Project, or similar scheduling tools.
Background in construction, manufacturing, or capital projects.
Experience with purchase order workflows, vendor onboarding, and bid administration.

Physical Demands

The work environment will be a mix of a typical office environment, a manufacturing floor and a construction site. Noise level: Normal office, manufacturing and construction noises.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified. The reporting relationship may not reflect the most recent changes to the corporate reporting structure.

USA Rare Earth proudly supports Equal Employment Opportunities

USA Rare Earth's policy is to provide equal employment opportunities to all applicants and will provide reasonable accommodations according to applicable federal, state, and/or local laws.

For assistance applying for employment through this site due to disability, please contact Human Resources, hr@usare.com, to discuss reasonable accommodations.

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