O&M Project Coordinator (ON-SITE - Arlington, VA) - CONTINGENT presso Chinook Systems

Who is Chinook?

Chinook Systems, Inc. is a leader in delivering lifecycle energy security solutions to mission critical government and commercial facility Owners. We specialize in the engineering, construction, commissioning, and operations of intelligent, cyber secure, code compliant, and energy efficient building systems. Our solutions save millions of dollars in utility costs, reduce harmful emissions to the environment, and mitigate cyber‐attacks on facilities. Chinook provides motivated employees with the opportunity to advance in a fast‐growing, innovative, entrepreneurial, and collaborative work environment.

The Work:

As an Operations & Maintenance Project Coordinator you will serve as the central hub for all service orders, preventive maintenance, and corrective maintenance activities, ensuring work is accurately logged, prioritized, and dispatched in accordance with mission-critical timelines and Project Work Statement (PWS) requirements. In this role, you will manage Computerized Maintenance Management Systems (CMMS) and Government Resident Management System (RMS) such as WebTMA, Maximo, Quicx, or Government Furnished Equipment (GFE)-provided platforms. Further, you will track labor and material utilization and prepare compliance-ready reports for Government visibility. As the Project Coordinator you will safeguard project records, schedule inspections, monitor vendor deliveries, and support Quality Control and Safety documentation, while also assisting with project coordination tasks such as recording meeting minutes, closeout documentation, and compliance logs. To perform effectively, you will leverage your strong organizational, data entry, and communication skills, along with your working knowledge of building systems, work classifications, and preventive maintenance standards.

THIS POSITION IS CONTINGENT UPON CONTRACT AWARD.

This position is located ON-SITE with our customer in Arlington, VA.

Key Responsibilities:

• Receive, log, and track all incoming Service Orders (SOs), Work Orders (WOs), and Preventive Maintenance (PM) tasks.
• Prioritize orders based on mission impact, emergency/urgent classification, and PWS timelines.
• Dispatch tasks to the appropriate technicians, subcontractors, or supervisors.
• Input and maintain data in CMMS (e.g., WebTMA, Maximo, QuicX, IWMS, GFE-provided RMS).
• Update work status, labor hours, materials used, and completion notes ensuring that all records meet Government audit and reporting requirements.
• File and safeguard service reports, asset records, test results, calibration logs, and warranty documents.
• Serve as the central point of contact between Project Manager, Government COR, technicians, and subcontractors regarding work status.
• Generate daily/weekly status reports for Government visibility.
• Track labor utilization, overtime, and contract compliance for reporting to the Project Manager.
• Assist with inventory tracking, requisitioning materials, and monitoring vendor deliveries.
• Prepare monthly workload summaries and performance metrics (e.g., aging WOs, repeat calls, Preventive Maintenance, compliance %).
• Support QC and Safety documentation by logging deficiencies, corrective actions, and closeout verification.
• Ensure all required PWS attachments (e.g., SO log, Preventive Maintenance schedule, QC deficiency log) are accurate and up to date.
• Validate that labor and material hours match contractual CLIN billing requirements.
• Provide data for Contract Deliverables (CDRLs) and assist with Government inspections or audits.
• Assist the project team to ensure projects are on-time and accurate per the delivery schedule.
• Plan, schedule, monitor, and coordinate project personnel and tasks.
• Keep a customer oriented mindset and provide excellent customer service at all times.
• Disseminate information both in writing and verbally, explaining complex technical information clearly to engineers, contractors, and facility/owner staff across all communication platforms.
• Independently initiate and drive tasks forward, demonstrating strong self-motivation and ownership of responsibilities.
• Solve problems creatively and share the foresight you’ve developed across your career to anticipate hurdles before they become larger issues.
• Record project meetings and distribute meeting summaries accordingly.
• Maintain project compliance documents- Quality Assurance, Manpower, Safety, and others.
• Collect and review closeout documents in support of project compliance.
• Perform other duties as assigned.

Minimum Qualifications:

• Must have a High School Diploma or equivalent and at least 4 years of experience in an administrative, facilities, maintenance, or work control role.
• Requires familiarity with maintenance / operations terminology, work order processes, and preventive / corrective maintenance scheduling.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, MS Project, PowerPoint) is required.
• Must have experience using a CMMS (e.g., Maximo, Tririga, Archibus, Quicx, BUILDER).
• Requires an understanding of work classification (emergency, urgent, routine) and PWS-driven timelines.
• Must have excellent scheduling and project database management skills.

Citizenship/Clearance Requirements:

• Must be a U.S. Citizen and be able to obtain and maintain up to a Top Secret clearance due to our customer requirements and the nature of the work that we do.

Preferred Qualifications:

• Advanced experience with CMMSincluding reporting, Preventative Maintenance scheduling, and KPI dashboards.
• Proficiency in Government RMSor equivalent reporting systems.
• Strong Excel skills (pivot tables, VLOOKUP, formulas for tracking labor/material costs).
• Working knowledge of Preventive Maintenance standards (ASHRAE 180, OEM schedules, UFC).
• Familiarity with contract compliance requirements (CLIN structures, CDRLs, PWS-driven timelines).
• An Active Secret or higher Security Clearance.
• Experience handling construction documentation.
• Basic knowledge of building systems (HVAC, electrical, plumbing, BAS/UMCS terminology).

Physical Considerations:

• Must be able to walk construction sites with uneven surfaces, carry up to 25 lbs., climb stairs and ladders, and work both indoors and outdoors in severe weather conditions, in confined spaces, and in dust generating environments.
• Must be able to maintain spatial awareness and comply with safety standards while working near mechanical and electrical building equipment and systems.
• Must be able to wear Personal Protective Equipment (PPE) where required.

Equal Employment Opportunity Statement:

Chinook Systems Inc. is an Equal Opportunity Employer. We do not discriminate against anyone because of their differences, such as age, disability, ethnicity, religion, national origin, gender, gender identity and expression, or sexual orientation.

Chinook is committed to providing veteran employment opportunities to our service men and women.