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Project Coordinator

Baird · Milwaukee, WI · Full time

Posted Aug 27, 2026 · We last checked this listing on Oct 6, 2026

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Likely interview questions for this role

Written from this job description, not a generic list. Each one notes what the interviewer is really checking.

About your past

This role supports a corporate real estate and workplace team with project coordination in Milwaukee. What project support have you done?

What they are checking: Whether they have real project coordination experience that matches this role, rather than general administrative support alone.

You'd coordinate with vendors, internal partners and stakeholders. How do you chase a vendor who is not responding?

What they are checking: Whether they follow up with unresponsive vendors politely and persistently, and escalate in time, so projects do not slip.

What would you do

A move is scheduled for a weekend and something is not ready on Friday. What do you do?

What they are checking: Whether they act quickly and communicate clearly when a fixed move date is at risk, since facilities deadlines rarely move.

You'd support incidental requests, moves, adds and changes. How do you handle a stream of small requests alongside project work?

What they are checking: Whether they can handle a steady stream of small requests without letting their larger project work fall behind.

An employee is unhappy about their new workspace. How do you handle that?

What they are checking: Whether they listen to an unhappy employee with empathy and look for reasonable fixes, since workplace changes affect people personally.

This supports project managers and a design manager in Milwaukee. What would you want to know about the project load and the portfolio before you took it?

What they are checking: Whether they ask sensible questions about the project load and portfolio before accepting, which shows they understand the workload.

About the work

You'd manage small projects yourself — office closures, workstation reconfigurations, moves and signage. Walk me through running an office move.

What they are checking: Whether they can plan and run an office move from start to finish, since small projects like this are theirs to own.

You'd track milestones and maintain project information in the team's systems. How do you keep project records accurate when several projects are live?

What they are checking: Whether they keep project records current across several live projects, because the team relies on that information to make decisions.

You'd review, track and process project invoices for accuracy against scope and budget. What would make you question an invoice?

What they are checking: Whether they check invoices against scope and budget carefully, rather than passing them through, because overcharges are easy to miss.

You'd ensure documentation, approvals and closeout steps are completed accurately. What does a good project closeout include?

What they are checking: Whether they understand that closeout means final approvals, documents and lessons learned, a step projects very often skip.

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The full job description

As published by Baird.

About the Role: The Project Coordinator supports the Corporate Real Estate & Workplace Solutions team by coordinating project activities, maintaining accurate documentation, and assisting with financial tracking, invoice processing, and project closeout. This role works closely with Project Managers, the Design Manager, internal partners, vendors, and stakeholders to support larger initiatives and manage smaller projects as needed. The Impact You’ll Make: Project Coordination • Support Project Managers by coordinating schedules, documentation, deliverables, and project updates • Track milestones and maintain accurate project information in systems such as Tango and OneDrive • Coordinate with vendors, internal partners, and stakeholders to support project execution • Support incidental requests, moves, adds, and changes as needed Small Project Management • Manage small-scale projects from planning through completion, including office closures, workstation reconfigurations, moves, and signage updates • Coordinate scope, schedule, vendor support, stakeholder communication, and completion tracking for assigned projects. • Ensure project documentation, approvals, and closeout steps are completed accurately and on time Financial Tracking and Invoice Processing • Review, track, and process project-related invoices for accuracy and alignment with scope and budget • Support invoice coding and submission to Finance for payment • Maintain tracking logs for project financials, commitments, and accruals • Coordinate with Finance on monthly, year-end, and other reporting needs • Monitor project budgets and flag potential variances to Project Managers Administrative and PM Support • Provide administrative support to Project Managers and the Design Manager • Maintain organized project records, folders, and file structures • Prepare project status updates, financial summaries, and other reporting materials Collaboration and Communication • Serve as a liaison between Project Management, Workplace Solutions, vendors, and stakeholders • Communicate project updates clearly, accurately, and proactively • Support cross-functional coordination to help ensure smooth execution of moves and project activities What You’ll Bring to Baird: • 2–5 years of experience in project coordination, corporate real estate, facilities, construction, or a related field • Experience with invoice tracking, financial coordination, budget tracking, or related administrative support • Strong organizational skills with the ability to manage multiple priorities and deadlines • Clear communication skills and the ability to coordinate effectively with internal partners, vendors, and stakeholders • Proficiency in Microsoft Office, including Excel, PowerPoint, and Word; experience with project tracking systems such as Tango or similar tools preferred • Detail-oriented with sound judgment and problem-solving skills #LI-TA4 Baird is committed to diversity and provides employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, citizenship, national origin, age, disability, military service, veteran status, sexual orientation, gender identity or expression, genetic information, or any other status protected by law.

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