Associate Project Manager

The Project Coordinator provides administrative and operational support to Project Managers and field teams, helping ensure facilities maintenance and construction projects run smoothly from initiation through closeout. This role is highly organized and detail‑oriented, acting as a central point of coordination for documentation, scheduling, and communication.

Responsibilities

• Project Administration: Prepare, organize, and maintain project documentation (contracts, submittals, RFIs, change orders); track project schedules and milestones, flagging potential delays; assist with preparation of project budgets, invoices, and cost‑tracking reports.
• Communication & Coordination: Serve as a point of contact between clients, subcontractors, vendors, and internal teams; schedule and coordinate meetings, site visits, and inspections; distribute meeting notes, action items, and project updates to stakeholders.
• Procurement & Vendor Support: Assist with procurement of materials, equipment, and subcontractor services; track purchase orders and delivery schedules; maintain vendor and subcontractor contact and compliance records; coordinate labor forces and skilled trades; prepare, review, and track vendor and subcontractor insurance certificates and compliance documentation.
• Documentation & Reporting: Maintain accurate project files, drawings, and permits in company systems; prepare status reports and dashboards for internal and client reviews; support project closeout activities, including punch‑list tracking and final documentation.

Requirements

• Associate’s or Bachelor’s degree in Construction Management, Business, or related field (or equivalent experience).
• 1–3 years of experience in project coordination, administration, or a related support role.
• Proficiency with Microsoft Office; familiarity with project management software preferred.
• Strong organizational and multitasking skills.
• Preferred experience supporting construction or facilities maintenance projects.
• Familiarity with construction terminology and documentation.
• Excellent written and verbal communication skills.
• Customer service experience and working knowledge of core trades, terminology, and repair processes.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Work Environment / Physical & Visual Demands

This position works a consistent schedule Monday to Friday, typically within standard office hours; overtime may be necessary or required. Occasional site visits and local travel of less than 20% may be required.

• Physical Demands: Speaking, listening, writing, sitting, keystroke, standing, walking, reaching, grasping, repetitive motion, and sedentary/light work, requiring lifting up to 10 lb.
• Visual Demands: Visual acuity to view a computer terminal and read documents.
• Environmental Conditions: Indoor environment with sufficient noise; protected from weather but not necessarily from temperature changes.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.