Audubon is currently seeking a Operations Project Coordinator to join our team. The Operations Project Coordinator supports project managers delivering facility integrity, NDE, API inspection, and related field services at an assigned refinery site. The coordinator manages project reporting and administrative processes and works across project teams and Shared Services to support safe execution, accurate financial controls, and timely client deliverables.
The role serves as a central point of coordination for project setup, billing, project controls, accounting, procurement, project action, and other support functions. The coordinator monitors project information and flags issues that may affect cost, schedule, invoicing, or project performance.
PRIMARY RESPONSIBILITIES:- Support project managers with project setup, reporting, and administrative activities throughout the project lifecycle.
- Coordinate project activity with Billing, Project Controls, Project Accounting, Project Action, Procurement, Human Resources, and other support groups.
- Track project budgets, labor utilization, invoicing status, accounts receivable, cost performance, and forecasts.
- Maintain project schedules, milestones, action items, deliverables, and client reporting requirements.
- Coordinate project initiation, work order setup, changes, closeout, and other internal project processes.
- Review field time, production, equipment, and expense information for completeness and route discrepancies for resolution.
- Coordinate invoice preparation and review between project teams and billing personnel to support accurate and timely invoicing and collections.
- Monitor project financial and operational data for accuracy and completeness; investigate discrepancies and communicate findings.
- Prepare recurring project reports and summaries covering labor, equipment, costs, progress, forecast, invoicing, and risks.
- Track NDE and inspection deliverables, including inspection quantities, report status, quality documentation, and closeout records.
- Maintain organized project files and records in accordance with company and client requirements.
- Identify administrative or process issues affecting project execution and work with the project manager and support teams to resolve them.
- Protect confidential employee, client, commercial, and financial information.
- Other duties as assigned by management.
EXPERIENCE AND SKILL REQUIREMENTS:- Education: Bachelor degree in Business, Finance, Project Management, Construction Management, Engineering, or a related field preferred; equivalent experience may be considered.
- Experience: Five or more years in project coordination, project administration, operations support, project accounting, project controls support, or related functions.
- Experience supporting oil and gas field services, refinery, facility integrity, NDE, or inspection projects preferred.
- Familiarity with project financials, invoicing, reporting, forecasting, and project lifecycle processes.
- Advanced Microsoft Excel skills, including formulas, pivot tables, lookups, and data analysis.
- Experience with ERP systems and project management or project controls software.
- Strong data management, organization, and attention to detail; ability to work with large datasets while maintaining accuracy.
- Strong communication and interpersonal skills with the ability to coordinate across project teams and support departments.
- Ability to manage competing priorities, solve problems, and work independently while collaborating with project managers.
- Must be able to pass applicable pre-employment background and drug screening.
Health, Safety, and Environmental Responsibilities:- All employees are responsible for supporting Audubon Companies' Health, Safety, and Environmental (HSE) policies and procedures. This includes:
- Performing duties in a manner that protects personal and team health and safety
- Participating in required HSE training, meetings, and reporting activities
- Identifying and reporting hazards, near misses, and unsafe conditions
- Following safe work practices and complying with applicable regulatory requirements
Working Environment:- The position is primarily office-based with periodic access to refinery offices and field areas. Site visits may involve industrial noise, outdoor weather, uneven surfaces, and moving equipment. Required PPE and refinery access and safety rules must be followed. Travel may be required for project meetings or training as assigned.
