Utility Coordination Specialist

Job Description

Job Overview

The Utility Coordination Specialist serves as the central communication and documentation hub between utility providers and internal engineering teams. This role is responsible for managing multiple utility record requests simultaneously, ensuring timely follow-ups, accurate documentation, and seamless information flow to support project execution. A high level of organization, attention to detail, and strong communication skills are essential to ensure that utility data is accurate, complete, and delivered on schedule.

Key Responsibilities

Utility Outreach & Coordination

• Act as the primary point of contact for utility companies, including Gas, Electric, Water, Sewer, and Fiber providers.
• Request substructure records, utility maps, and all relevant documentation required for engineering and infrastructure projects.
• Maintain consistent follow-ups to ensure no utility request goes inactive or unresolved.

Request & Data Management

• Initiate, monitor, and track dozens of simultaneous utility requests while maintaining clear status visibility.
• Rename, categorize, and file all received utility maps and records in accordance with project-specific naming conventions.
• Ensure all documentation corresponds accurately to the correct GPS coordinates or street addresses.

Internal Liaison & Information Flow

• Serve as the communication bridge between utility providers and internal engineering teams.
• Immediately communicate delays, missing information, or clarification requests to internal stakeholders.
• Manage the “traffic control” of project data, ensuring the right files reach the right people at the right time.

Reporting & Process Control

• Maintain real-time status trackers reflecting request progress, deadlines, and project priorities.
• Generate clear and accurate status reports using Excel for Project Manager review.

Requirements

Qualifications & Requirements

Experience

• Minimum of 1–2 years of experience in administrative coordination, project support, or a utility-related role.
• Familiarity with  US-based utility companies and the 811 / Call Before You Dig process is highly preferred.

Technical & Hard Skills

• Advanced Excel proficiency, including managing large datasets, applying filters, and maintaining clean, error-free logs.
• Ability to organize and track complex schedules and documentation across multiple projects.

Communication Skills

• Strong professional communication skills, with the ability to confidently speak with utility technicians.
• Proven ability to write clear, concise, and professional emails to engineering and project teams.
• High attention to detail and accountability in handling critical project information.​

Benefits

Why Join Us?

• Healthy, supportive, and conducive work environment (Great Place to Work Certified for three consecutive years!)
• Work with an innovative company delivering cutting-edge solutions across multiple industries
• Lead a team in a fast-paced, high-growth environment
• Competitive salary with opportunities for career advancement
• Collaborative, forward-thinking work culture
• 21 leave credits plus all client-based holidays
• HMO coverage with dependent benefits
• Exposure to world-class leadership from both local and international supervisors