Electric Power Project Coordinator

Description

Join the Carolina Cat Team

As a family-owned company under our fourth generation of leadership, we have built our business based on the principles of trust, integrity, and a desire to help our customers and employees succeed.

Since 1926, we’ve supported our communities by supplying equipment for critical infrastructure and commerce and by donating our time and resources to area nonprofits. We make smart investments in our company and continuously improve as part of our vision to be a trailblazing company that’s built to last.

We’re looking for hard-working, team-oriented professionals who enjoy working on new challenges every day. We believe our employees are the key to our success, and we’re committed to providing a work experience that helps our team grow to their full potential.

Collectively, our employees work together to make a difference for our customers, our communities, and our company. Learn more about what it means to become a team member with Carolina Cat.

Summary

The Electric Power Project Coordinator provides administrative, operational, and customer support for Electric Power Sales Project Managers within a Caterpillar Power Systems dealership. This role is responsible for coordinating project documentation, equipment orders, invoicing, and scheduling activities throughout the project lifecycle.

The ideal candidate is highly organized, detail-oriented, team-oriented, and proficient in Procore and dealership business systems. The Project Coordinator serves as a key liaison between sales, customers, Caterpillar, vendors, accounting, service, and operations teams to ensure projects are properly documented, tracked, and executed. Success in this role requires the ability to work effectively in a collaborative team environment, communicate openly, support shared goals, and build strong working relationships across departments.

Essential Functions

Project Coordination & Administration

• Support multiple electric power projects from order placement through project closeout.
• Maintain project files, documentation, and tracking logs.
• Coordinate internal communication between sales, engineering, operations, purchasing, and service departments.
• Schedule meetings and follow up on action items.
• Prepare project status reports and administrative documentation.

Procore Administration

• Create and maintain project records within Procore.
• Create, maintain, and improve Procore workflows for new projects to support consistent project setup, documentation routing, approvals, and project controls.
• Upload and manage project documents, drawings, specifications, contracts, and correspondence.
• Generate project reports and distribute information to internal and external stakeholders.
• Support field personnel with Procore documentation and project updates.
• Work with the Procore supplier and internal stakeholders to evaluate, implement, and support new Procore tools, features, and process improvements.

Equipment Ordering & Procurement Support

• Place equipment orders with Caterpillar and approved suppliers.
• Ensure accurate order entry, configuration, pricing, delivery requirements, and supporting documentation.
• Track order status and communicate delivery updates to project managers.

Customer Invoicing & Accounts Receivable Support

• Compile, review, and distribute customer invoices in accordance with contract terms and project milestones.
• Coordinate with project managers to ensure all billable equipment, services, and change orders are properly documented and invoiced.
• Work with Project Managers to confirm billing milestone accuracy and ensure invoicing aligns with contract terms, project progress, and customer requirements.
• Maintain invoice records and supporting documentation.
• Work closely with internal Accounts Receivable personnel throughout all phases of the project.
• Monitor payment status and assist with collection efforts as needed.
• Support project closeout by ensuring billing activities are completed and payment issues are resolved.

Customer & Vendor Support

• Serve as an alternate point of contact for routine customer and vendor inquiries when the Project Manager is unavailable, helping route questions, provide status updates, and maintain timely communication.
• Coordinate project information between customers, contractors, vendors, and internal departments.
• Assist in resolving documentation, scheduling, and administrative issues.

Project Closeout Documentation

• Promote the consistent use of workflow documentation to support standardized processes, clear handoffs, and reliable product delivery for all customers.
• Maintain complete and accurate project records in accordance with dealership and Caterpillar requirements.
• Review project financial limits against actual financial performance, identify variances, and communicate findings to the Project Manager for follow-up.

Other duties as assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualifying individuals to perform the essential functions.

Education and/or Experience

Required

• Associate's or Bachelor's degree in Business, Engineering Technology, Construction Management, or related field; or equivalent work experience.
• 2+ years of experience in project coordination, administrative support, construction, power systems, or related industries.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
• Strong organizational, communication, and document management skills.

Preferred

• Experience with Procore, including the ability to work with Procore support to modify workflows, tools, and project settings to meet current business and project needs.
• Experience working in a Caterpillar dealership, power generation, construction, or industrial equipment environment.
• Familiarity with Caterpillar equipment ordering processes and dealership business systems (DBS).
• Knowledge of generators, switchgear, transfer switches, and power system applications.

Key Competencies

• Organization and attention to detail
• Customer service orientation
• Written and verbal communication
• Time management and prioritization
• Problem-solving and follow-through
• Multi-tasking in a fast-paced environment
• Document control and data accuracy
• Team collaboration, including taking ownership of issues, working with others to identify solutions, and following through until items are resolved
• Ability to work effectively in a team-based environment and support shared project goals

Success Measures

• Accurate and timely equipment orders
• Effective management of Procore project documentation
• Timely and accurate customer invoices
• Reduction of administrative workload for Sales Project Managers
• Strong internal and external customer satisfaction
• Successful project documentation and closeout completion

This position is primarily focused on coordination, administration, documentation, invoicing, and customer support activities, enabling Electric Power Sales Project Managers to efficiently execute projects and serve customers.

Workplace Requirements

The physical demands and work environment 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.

Physical Demands

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to sit. The employee must frequently lift, carry, push, pull and /or otherwise move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

While performing the duties of this Job, depending on site location, the employee may be exposed to moving mechanical parts and equipment. The employee may occasionally be exposed to high, precarious places, fumes or airborne particles; outside weather conditions and vibration. The employee may occasionally be exposed to wet and/or humid conditions; toxic or caustic chemicals; extreme cold; extreme heat and risk of electrical shock. The noise level in some work environments is occasionally loud.

We are an Equal Opportunity Employer

We require all employees to treat all our employees and candidates as equals. All personnel actions are conducted in the spirit of equal employment. We’re committed to recruit, train, promote and retain associates without regard to race, color, religion, gender, gender identification and expression, national origin, marital status, age, disability, genetic information, military status, sexual orientation or any other characteristic protected by applicable local, state or federal laws.

#CarolinaCAT

EEO/AA Employer. All qualified individuals are encouraged to apply.