Field Services & IT Project Coordinator

Job Summary

CubX is seeking a highly organized, polished Field Services & Vendor Coordinator to manage all external vendors, field technicians, ISP installs, phone setups, wiring partners, and onsite logistics for facility buildouts and IT deployment projects.

You won’t be doing technical work yourself—you’ll be coordinating all the vendors who do, ensuring they align with CubX timelines and requirements. This includes HVAC vendors, cabling teams, copier vendors, phone providers, security installers, ISPs, and any vendor that needs or impacts our network.

This role also manages field tech scheduling, scopes of work, travel coordination, client preparation, and internal communication to keep every deployment running smoothly.

Key Responsibilities

• Vendor Coordination
• Coordinate all facility vendors: HVAC, cabling, phone, copier, access control, security, ISPs, and other trades
• Ensure vendor timelines align with CubX project schedules and deployment windows
• Gather scopes of work, assist in obtaining quotes, and prepare vendor comparisons for clients
• Communicate requirements, expectations, and changes to all vendors and partners
• ISP & Wiring Coordination
• Coordinate ISP installs, upgrades, demarc locations, and wiring needs
• Document all ISP and cabling details (circuits, handoff types, install notes, contacts)
• Communicate wiring requirements to vendors and follow up on completion
• Field Technician Coordination
• Draft scopes of work for onsite tasks and deployments
• Ensure field technicians have tools, instructions, schedules, and clear expectations
• Train and brief onsite techs on process and standards
• Schedule local onsite visits and arrange travel for out-of-area jobs
• Travel & Logistics
• Coordinate all travel (flights, hotels, transportation) with the company travel agent
• Prepare travel packets and deployment instructions for each visit
• Track expenses, receipts, reimbursements, and approvals
• Client & Internal Communication
• Communicate with clients to prepare them for onsite visits, expectations, and timelines
• Provide clear updates before and after deployments
• Work closely with internal project managers, engineers, and leadership to keep everyone aligned
• Relay vendor progress, risks, and readiness updates
• Documentation & Project Support
• Maintain accurate vendor documentation: contacts, quotes, timelines, wiring notes, install records
• Update project management tools, templates, and SOPs
• Support project teams with scheduling, readiness checks, and progress tracking

Requirements

• Experience
• Experience coordinating vendors, field teams, contractors, or service partners
• Experience managing schedules, timelines, and multi-step field tasks
• Experience preparing scopes of work or job instructions for field staff
• Experience communicating with clients to prepare them for onsite visits or technical installs
• Technical Understanding
• (Not engineering-level, but strong coordinator-level knowledge)
• Familiarity with basic IT/networking concepts (Wi-Fi, switches, cabling, demarc points, ISP handoffs)
• Understanding of vendor workflows: ISP installs, wiring requirements, access control, copier setups, etc.
• Ability to interpret scopes of work, vendor diagrams, and installation details
• Operational & Coordination Skills
• Strong scheduling, planning, and follow-up skills
• Ability to coordinate multiple vendors working toward a single project timeline
• Experience coordinating travel (with travel agents or internal travel teams)
• Ability to manage field technician travel, readiness, and instructions
• Experience handling or tracking invoices, receipts, or expense documentation
• Willingness to work occasional after-hours for critical network cutovers, facility access windows, or vendor scheduling needs
• Communication Skills
• Professional and polished communication (client-facing and internal)
• Ability to prepare clients for onsite work and align expectations
• Confident communicating with vendor leadership and stakeholders
• Clear and structured writing for documentation and instructions
• Documentation & Systems
• Strong documentation habits — vendor notes, wiring details, plans, timelines
• Experience with project management tools (Asana, Monday.com, ClickUp, Trello, etc.)
• Ability to maintain accurate vendor, ISP, and phone system records
• High attention to detail and accuracy
• Other Requirements
• Full-time, onsite role in Lakewood, NJ
• Ability to work in fast-paced, deadline-driven projects
• Professional appearance and demeanor (you will represent CubX to clients and vendors)