Project Coordinator

About Us

HBK Engineering, LLC is a fully licensed, professional engineering design firm headquartered in Chicago, IL with a staff approaching 700 individuals. HBK provides civil, environmental, structural, electrical, subsurface utility, construction support services and permitting facilitation. Since our founding in 1998, we have earned a reputation for delivering outstanding, accurate services in extremely time-sensitive, multilayered environments. That "industry-recognized" performance has propelled our expansion and the ability to provide engineering services in all 50 states. With 25 offices nationwide, including concentrations in the Midwest and on the Coasts, HBK brings together a dedicated team whose main focus is the design and protection of utilities and utility networks. We have successfully performed engineering work for a complete spectrum of utility infrastructure projects providing solutions and construction support from Coast to Coast in areas ranging from complex urban city centers, to rural greenfields, to limited access rights-of-way. In July 2020, HBK Engineering was acquired by Quanta Services. Quanta Services provides infrastructure services for electric power, pipeline, and communications industries and employees over 50,000 people. Quanta’s focus on the utility industry and HBK’s focus on constructability in our designs has made our integration into the Quanta family of companies seamless.

About this Role

The Project Coordinator in Ontario, CA, will work directly with Project Managers to serve as a high-level support lead, ensuring infrastructure projects are completed safely, accurately, and on schedule. This role is a hybrid of project operations and regulatory compliance; the employee will manage project data entry, resource tracking, and serve as the primary point of contact for all permit-related activities. Critical for success are an intense attention to detail, a proactive 'ownership' mindset, and the ability to navigate local jurisdictions and utility companies with professional diplomacy.

What You'll Do

• Work closely with division, field, and project management to ensure successful delivery and built-in accordance with OSHA and company safety regulations.

• Support daily, weekly, and monthly meetings; manage all documentation, minutes, and action-item tracking.
• Setup, organize, and maintain electronic project files across systems including Microsoft Office, SharePoint, Primavera P6, EcoSys, and B2W.
• Coordinate and schedule subcontractors, vendors, and material suppliers (traffic control, digging, etc.) and manage project equipment and small tools.
• Issue work packages, update production trackers, and audit timesheets for program efficiency.
• Facilitate contractual closeout activities including lessons learned, as-built reviews, and punch list items.
• Research, prepare, and submit permit applications to local, state, and federal regulatory agencies for all scopes of work.
• Serve as the primary point of contact between the organization, clients, and regulatory agencies; attend meetings with utility companies and local authorities as required.
• Maintain up-to-date knowledge of governing regulations and monitor the status of permit applications through the approval and construction phases.
• Work with landowners to monitor lease agreements and support the project team with access coordination.
• Assist in developing policies related to permitting and advise management on potential impacts of regulatory changes.

What You'll Bring

• The ability to prioritize high-stakes tasks under pressure while maintaining a professional appearance and diplomatic demeanor in the field or office.
• A deep understanding of the permitting lifecycle and the ability to navigate the complexities of local jurisdictions, municipalities, and utility-specific compliance standards.
• Exceptional attention to detail with the ability to audit project data, identify discrepancies in production trackers, and proactively mitigate risks before they impact the schedule.
• Excellent written and verbal skills; the ability to present complex project updates to stakeholders and train field teams on documentation and safety standards.
• Advanced command of Microsoft Office (Word, Excel, Project, Visio, Access) and hands-on familiarity with Primavera P6, EcoSys, B2W, or comparable utility scheduling and project control software.
• A self-starting approach to problem-solving, with the "professional diplomacy" required to negotiate access and approvals with landowners and government agencies.

Education & Experience

• High School Diploma or Equivalent.
• Minimum of 3 years in project coordination, construction management, or project controls.
• 2+ years of proven experience in administrative support, permitting, or customer service.
• Thorough understanding of industry practices, contract management, budgeting, and the construction lifecycle.

What You'll Get

• Access to industry-leading software, training resources, and career-development pathways.
• Inclusive, team-oriented culture with opportunities to participate in HBK Impact and other company initiatives.
• Comprehensive benefits package including medical, dental, vision, disability and employer paid life insurance. In addition, all full-time roles are also eligible for 401(k) retirement plan with company match, paid time off and holidays.

Compensation Range

The anticipated compensation for this position is USD $24.00/Hr. - depending on experience and qualifications.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.