Project Coordinator & Warehousing

Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across the globe. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries. Global Reach. Local Service.

As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service.

With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients’ needs. Learn more at www.pavion.com

Pavion and our family of companies are seeking a talented and motivated Project Coordinator & Warehousing to join our Security business unit.

Primary Responsibilities

Project Coordination & Support

• Perform administrative and organizational tasks related to planning, materials tracking, and project documentation
• Execute specific project tasks such as permit applications, project kickoffs, and closeout deliverables (e.g., O&M manuals, as-builts, test reports, warranties, training forms)
• Provide general administrative support and assist with ad hoc project-related tasks

Scheduling & Resource Planning

• Maintain daily and weekly schedules for installation field staff
• Identify and resolve scheduling conflicts or deficiencies
• Coordinate technician schedules, site access, delivery timelines, and staff planning
• Support PMO activities related to new hire onboarding

Communication & Stakeholder Engagement

• Serve as a point of contact for field technicians, customers, vendors, and internal teams
• Relay timely and accurate information between project stakeholders
• Communicate with customers to gather project requirements, provide updates, estimate timelines, and address any concerns

Documentation & Reporting

• Provide weekly project updates to stakeholders and maintain clear, organized documentation
• Document and track key decisions, changes, and actions from meetings (e.g., scope changes, procurement issues)
• Track costs, margins, and budgets for work orders and ensure accurate billing, including warranty/non-warranty items

Issue Management & Quality Control

• Identify and escalate issues such as project delays, missing equipment, or site problems to management
• Assist in collecting and organizing quality control documentation, including photos, test results, and signoffs
• Apply sound judgment and common sense when handling instructions and making decisions

Materials, Inventory & Logistics Coordination

• Track equipment orders, deliveries, and material availability to support project schedules and technician readiness
• Receive and process incoming materials, including verifying shipments, labeling, and entering receipts into the company inventory system
• Stage materials and equipment for upcoming installations and service jobs.
• Maintain accurate inventory and transaction records by issuing materials to jobs, tracking shipments, and updating work orders
• Process RMAs and coordinate return of defective or incorrect materials with vendors, ensuring proper documentation and credit
• Prepare, package, and distribute parts or equipment for technician pickup, jobsite delivery, or outbound shipment
• Maintain organized records of materials, tools, and consumables to support operational and project reporting

Basic Qualifications

• High school diploma or GED
• 2+ years of relevant experience, including customer service, dispatch, or technical support; or an equivalent combination of education and experience
• 1+ years’ experience as a stockroom worker, warehouse, or inventory
• 1+ years’ experience with warehouse computer systems
• Familiar with warehouse operations, inventory control, safety protocols and applicable software programs
• Experience with scheduling or workforce management software
• Familiarity with low-voltage systems, construction projects, or technical terminology
• Proficient in Microsoft Office and comfortable using business software tools
• Strong attention to detail and documentation accuracy
• Strong skills in communication, organization, problem-solving, and customer service
• Ability to manage workload independently, prioritize tasks, and work with minimal supervision
• Able to collaborate effectively with both office and field teams
• Demonstrates a desire to learn, grow, and adapt in a professional environment

Preferred Qualifications

• Associate’s degree or coursework in business, project management, or a related field
• Experience working in industries such as security systems, fire alarm, AV integration, or construction
• Familiarity with permitting processes or project closeout documentation
• Knowledge of project management tools (e.g., Smartsheet, MS Project, Procore, or similar)
• Basic understanding of inventory and procurement processes

Disclaimer: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The employer has the right to revise this job description at any time. The job description is not be construed as a contract for employment.

Pavion is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

If you require accommodation or assistance during the application process, please contact us at Careers@pavion.com . Kindly note that resumes submitted to this email address will not be reviewed. Thank you for your understanding.