Job Details

Client & Project Coordinator

We're hiring a Client & Project Coordinator to bring stability, clarity, and follow-through to both the front end and back end of our projects. You'll be the first point of contact for many clients and a key organizer behind the scenes. Your role is to protect both the flow of projects and the client experience - making sure clients know what's happening, required information is gathered on time, documents move smoothly, and details don't fall through the cracks. Over time, you'll take increasing ownership of our intake and coordination system, helping improve workflows, templates and processes so our intake ? permitting ? reporting pipeline becomes smoother and more reliable. The goal is for you to confidently manage intake and coordination day-to-day, handle routine client questions with professionalism and accuracy, and flag issues early so projects stay on track.

What You'll Do

• Client care & communication - Answer phones and emails with warmth, confidence, and professionalism.
• Guide clients through next steps and set clear expectations.
• Make clients feel supported, informed, and taken care of.
• Client intake & coordination - Run new projects through our intake system from first contact through project setup.
• Gather missing information and follow up to prevent projects from stalling.
• Coordinate with counties, clients, and industry partners to keep timelines tight.
• Permitting & report prep support - Assemble permit and report packets accurately and on time.
• Track document flow and close loops so nothing gets missed.
• Prepare draft materials for internal review.
• Invoicing & project closeout - Generate and send invoices to clients.
• Enter payment details in the payment system.
• Follow up respectfully on past-due invoices.
• Closeout projects in our system.
• Systems & QA mindset - Follow workflows consistently and notice when something is not right.
• Log friction and help us improve the system over time.
• Work with closely with out team on training, quality checks, and process refinement.

You'll Thrive Here If You Are...

• Warm, steady, and confident with people - clear, calm, and professional on the phone and in writing.
• Naturally organized - you like checklists, systems, and clean workflows, and you notice when things can run better.
• Responsive and proactive - you close loops, follow through, and don't need reminders to finish what you start.
• Detail-sharp and honest - accuracy matters to you, and when something's not right, you address it directly and fix it.
• Comfortable managing real volume - you can juggle multiple projects without panic or chaos.

Background & Experience

Experience in environments where accuracy, follow-through, and clear communication matter is a plus, including:

• Permitting or regulated paperwork
• Project coordination or operations support
• Administrative roles with real responsibility
• Healthcare or clinic front-office work
• Construction, engineering, or professional services offices

No septic, engineering, or technical background is required. We will train you. We are hiring primarily for how you think, communicate, and take ownership - not for what you already know.

Minimum Education Required

High School Diploma or GED

Minimum Experience Required

1 year of administrative, customer-facing, or coordination experience

Shift

Other

Number of Openings

1

Veterans Encouraged to Apply

Yes

Compensation

$22.00 - $25.00 / Hourly

Postal Code

55731

Place of Work

Hybrid

Requisition ID

4421

Job Type

Full Time

Job Benefits

Holidays & Paid Time Off

Application Instructions

Please email Michael Heiman at ...@northerngeoseptic.com or apply directly by copying and pasting the link below into a browser.