Project Coordinator

The Project Coordinator supports the successful execution of projects by organizing resources, tracking progress, and facilitating communication across teams. This role ensures that timelines, budgets, and deliverables remain on track by coordinating schedules, preparing reports, and assisting with documentation. The Project Coordinator works closely with Project Managers, vendors, and internal teams to solve issues proactively and maintain project momentum.

Responsibilities:

• Maintain up-to-date project files, including permits, contracts, schedules, and safety documents.
• Assist with preparing and distributing regular reports such as progress updates, cost reports, RFIs (Requests for Information), and submittals.
• Track change orders, meeting minutes, and correspondence.
• Coordinate meetings, site visits, and meeting documentation.
• Track critical path items and flag delays or resource conflicts to the project manager.
• Act as a communication bridge between project managers, superintendents, subcontractors, suppliers, and clients.
• Relay project updates, changes, and action items to appropriate parties.
• Manage email and phone correspondence, ensuring timely responses and documentation.
• Assist in preparing change order packages and collecting subcontractor quotes.
• Help monitor material procurement and delivery timelines.
• Assist with processing and verifying vendor and material invoices.
• Assist in preparing monthly pay applications and financial summaries.
• Track regulatory approvals, permit statuses, and inspection schedules.
• Coordinate with suppliers to avoid material delays.
• Use project management software to update tasks and share documentation.
• Set up project templates and checklists.
• Automate repetitive admin tasks, such as reminders or report formatting.

Essential Qualifications

• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Proficiency in project management tools (SageCM, Excel, Smartsheet are a plus)
• Ability to work collaboratively in a fast-paced environment
• Attention to detail and problem-solving skills