Project Communications & Coordination Specialist

About Us 

Apollo is a Mission-Critical Infrastructure Engineering, Construction, Commissioning, and Operations Support Services Company. We serve mission-critical industries globally with commissioning, emergency response, operations support, and owner's representative services. Apollo is currently executing projects in multiple states in the United States, in Canada and Brazil. 

Since our inception, we have built a commissioning firm based on trust, one relationship at a time. We hire the best people who can handle critical systems, love challenges, and thrive in a dynamic environment. We focus on understanding each client's needs and are relentless in meeting them. 

Position Summary 

The Project Communications & Coordination Specialist supports Apollo Mission Critical Services’ project teams by coordinating project communications, documentation, stakeholder engagement, reporting, meeting activities, and project information across internal teams, clients, subcontractors, and business operations. The role serves as the communication and coordination link between technical project teams and business stakeholders, translating complex project information into clear reports, presentations, correspondence, and documentation for the appropriate audiences.

The position draws on digital media and communication strategy, audience-focused content development, business strategy, and creative venture development to manage how Apollo’s project information is packaged, distributed, and understood across technical and business audiences. This is not an engineering, commissioning, or technical design role — it is built around professional writing, information analysis, stakeholder communication, digital and multi-platform content strategy, and organizational coordination.

Key Responsibilities 

Project Communications & Reporting

• Develop and coordinate project communications for internal teams, clients, subcontractors, and business stakeholders, applying multi-platform content and messaging strategy to match each audience and channel.
• Prepare project progress reports, executive summaries, presentations, meeting materials, and other project communications, using audience-development principles to tailor tone, format, and level of technical detail.
• Gather information from technical and operational teams and translate it into clear written and visual communications for technical and non-technical audiences, applying digital media and content-strategy techniques to improve clarity and engagement.
• Support project leadership in preparing progress reporting for the Executive Management Team, framing project performance within the broader business strategy and objectives of the account.
• Maintain accurate communication records and project documentation using established technology platforms and content-management tools.
• Communicate project milestones, risks, schedule changes, action items, and operational priorities to relevant stakeholders through channel-appropriate messaging and multi-platform communication.

Project Coordination

• Assist with project initiation, kickoff activities, RFIs, submittals, and project documentation, applying creative venture development discipline to move each project from concept through execution.
• Develop, maintain, and monitor schedules of project deliverables, meetings, action items, and communication requirements, using project-coordination technology and collaboration platforms to keep information current and accessible.
• Coordinate project meetings, prepare agendas and supporting materials, document discussions, and distribute meeting minutes and action items, applying content-strategy and audience-development principles so materials land clearly with both technical and business attendees.
• Follow up with project stakeholders to ensure assigned actions and deliverables are completed within required timelines, using digital coordination technology to track commitments and close the loop.
• Coordinate information between Project Management, Commissioning, Business Operations, clients, and subcontractors, applying business-strategy thinking to anticipate downstream coordination needs.
• Support resource and project activity forecasting by collecting and organizing information from project teams, using market- and trend-analysis techniques to inform planning.

Stakeholder & Client Engagement

• Maintain effective communication with clients and project stakeholders throughout the project lifecycle, applying audience-development principles to understand each stakeholder’s priorities and preferred channels.
• Coordinate client communications related to project progress, deliverables, meetings, documentation, and outstanding actions, applying audience development and multi-platform communication practices to keep clients informed and engaged.
• Support project leadership in maintaining positive long-term client relationships, drawing on relationship-building and business-development experience to strengthen account engagement.
• Monitor stakeholder concerns, analyze the underlying business context, and coordinate communication with appropriate project personnel to facilitate resolution.
• Assist with communication strategies for complex or sensitive project issues, developing messaging that protects Apollo’s brand and business reputation.

Documentation & Information Management

• Organize and maintain project correspondence, reports, presentations, meeting records, action logs, and other project information using digital content-management technology.
• Review project documentation for accuracy, consistency, clarity, and professional presentation, applying editorial and brand-voice standards drawn from digital media and communications training.
• Track project information and deadlines using company project-management and collaboration systems, applying technology and digital-tools fluency to keep records current and easy to retrieve.
• Assist project teams with document control and information-sharing processes, applying content-strategy discipline to keep information organized, versioned, and consistent across platforms.
• Develop communication templates, project reporting formats, and standardized documentation, incorporating multi-platform content-strategy best practices for consistency across channels.

Proposal & Business Communications

• Coordinate with Program Management and Marketing teams in preparing proposals, presentations, project profiles, client communications, and other business-development materials, applying marketing and brand-communication principles to strengthen Apollo’s market position.
• Research and organize information required for proposals and presentations, conducting market and competitive analysis to identify opportunities and inform positioning.
• Develop written content describing project capabilities, project progress, services, and operational activities, using creative venture and business-strategy thinking to frame Apollo’s value to prospective and existing clients.
• Support preparation of client-facing presentations and project communications, applying digital media and multi-platform marketing techniques to improve audience engagement.
• Ensure communications accurately represent Apollo’s services, capabilities, and project activities, maintaining a consistent brand and business voice across all materials.

Cross-Functional Coordination

• Coordinate communications between Project Management, Commissioning, Business Operations, HR, Marketing, and other internal departments, applying cross-platform communication skills to keep information consistent across teams.
• Support onboarding and communication activities for project personnel when required, applying digital media and content-development skills to create clear orientation materials.
• Assist with communication and coordination involving international and multicultural project teams, applying audience-development and cross-cultural communication strategy to adapt messaging for each market and team.
• Support project leadership with administrative and communication activities necessary for successful project delivery, applying business-strategy and creative venture development thinking to keep initiatives moving from concept to completion.
• Identify opportunities to apply new communication technology, digital tools, and content formats to improve how project and business information is shared across the organization.
• Perform other duties as assigned.
  

Qualifications

Professional Skills

• Excellent written and verbal communication skills, with the ability to develop content across multiple platforms and formats for technical and business audiences.
• Ability to analyze complex technical and operational information and translate it into audience-appropriate digital and print communications.
• Strong writing, editing, research, and information-management skills grounded in digital media and communication-strategy practice.
• Demonstrated skill in audience development — identifying stakeholder and client audiences, understanding their priorities, and tailoring messaging and channels accordingly.
• Working knowledge of marketing and brand-communication principles, including content strategy, positioning, and multi-platform campaign coordination.
• Business-strategy orientation — able to frame project communications and reporting within broader business objectives and market context.
• Creative venture development mindset — comfortable taking a communication or coordination need from concept through a practical, executed solution.
• Experience coordinating multidisciplinary and cross-functional teams; strong organizational skills and the ability to manage multiple deadlines with attention to detail.
• Cross-cultural communication skills and comfort working with international and multicultural teams.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and familiarity with digital content, project-management, or collaboration technology platforms.

Preferred Experience

• Experience in digital media, communications, marketing, content strategy, or audience/business development roles.
• Experience preparing reports, presentations, and client-facing content, and coordinating stakeholder or project activities across multiple platforms and channels.
• Experience applying market research, competitive analysis, or trend analysis to inform business, content, or communication decisions.
• Experience working in multicultural or international team environments.
• Experience in engineering, construction, commissioning, data center, or mission-critical environments is a plus, but not required.

Education

• Bachelor’s degree (or higher) in Journalism, Communications, Digital Media, Social Communication, Public Relations, Corporate Communications, Marketing, or a closely related field.
• Academic preparation in digital media strategy, communication theory, audience research, market and trend analysis, content development, and business/venture strategy.

Prerequisites for Employment 

• Successful background check, including pre-employment drug screening 
• US citizens, permanent residents or any candidate with eligibility to work in the US

What We Offer 

Apollo offers its employees a full benefits package, including: 

• Health and wellness plans (medical, dental, vision, life, disability) 
• Flexible spending accounts 
• Paid time off, holidays, and more 
• Paid parental leave 
• 401K plan with immediate match benefits 
• Employee assistance programs 
• Tuition reimbursement programs 
• Employee discount programs 
   

Apollo challenges the brightest, most talented, and driven individuals in the industry by providing an environment that embraces initiative, diversity, and achievement. We are an Equal Employment Opportunity, Affirmative Action employer supporting women, minorities, veterans and people with disabilities. We participate in the Department of Homeland Security E-Verify program.