Project Coordinator

About the Role

CPH, a multi-disciplinary Engineering and Architecture firm ranked among the nation’s Top 500 Design Firms by ENR Magazine, is seeking a Project Coordinator to join our dynamic commercial team in Fort Myers, FL. The Project Coordinator plays a critical role in supporting project execution by managing contracts, schedules, budgets, documentation, and stakeholder communication. This role ensures seamless coordination of operational and logistical aspects across project teams and acts as a bridge between project management and cross-functional teams, maintaining clear and effective communication with sub-consultants, clients, and internal teams across multiple disciplines.

Responsibilities

• Project Setup & Administrative Coordination:
  • Assist in pipeline development and tracking, ensuring appropriate records are created and updated.
  • Assist with initial project setup, ensuring files, templates, tracking tools, and systems are established correctly.
  • Ensure compliance with company Standard Operating Procedures (SOPs) for project setup and execution.
  • Maintain project documentation, including contracts, scopes of work, meeting minutes, action items, change orders, and sub-consultant agreements.
  • Assist with grant opportunity research, application development, and submission coordination as needed.
  • Facilitate internal kick-off meetings to align teams on project scope, roles, and deliverables.
• Schedule & Budget Tracking:
  • Work closely with the team to assist in budget tracking, financial forecasting, and invoicing preparation.
  • Support the maintenance of project schedules, ensuring alignment with deadlines and deliverables.
  • Track change orders and budget modifications, ensuring project financials remain updated and aligned with contractual agreements.
• Contract & Documentation Management:
  • Assist in contract lifecycle management, including sub-consultant agreements, client contracts, and regulatory documentation.
  • Ensure proper digital and physical record-keeping for all project-related documents, maintaining version control and accessibility.
  • Coordinate with legal and finance teams to ensure contract compliance, approvals, and execution.
• Stakeholder & Client Coordination:
  • Act as a liaison between internal teams, sub-consultants, vendors, and clients, ensuring clear and efficient communication.
  • Support client interactions by preparing meeting materials, presentations, and project reports.
  • Facilitate cross-discipline coordination across internal teams, including engineering, permitting, finance, and architecture.
• Financial Review & Reporting Support:
  • Assist in preparing weekly financial reports, tracking project expenditures and work authorizations (EWA).
  • Coordinate with the team to validate billable hours, budgets, and contract compliance.
  • Support financial forecasting and fund allocation as part of the grant lifecycle if applicable.
  • Track billing milestones and assist with invoice processing, ensuring alignment with project scope and financial goals.

Requirements

• Education & Experience:
  • Associates or Bachelor’s degree in Business Administration, Project Management, Construction Management, or a related field; equivalent coordination or operations experience may be considered in lieu of a degree.
  • 1-5 years of experience in project coordination, preferably within architecture, engineering, or construction.
  • Experience with financial tracking, contracts, and multi-disciplinary project coordination.
  • Experience supporting multiple projects, teams, and deadlines in a fast-paced environment.
  • Demonstrated ability to coordinate across internal teams, clients, and external partners with strong organizational and communication skills.
• Work Environment:
  • Professional office setting with periodic team and in-person meetings.
  • Frequent use of standard office equipment such as computers, phones, printers, and filing systems.

Benefits

• Medical, Dental, and Vision insurance with a quality insurance company.
• Company Paid Life Insurance and Short-Term Disability.
• 401K, Paid Personal Time Off, Paid Holidays, and Paid Parental Leave.

CPH is an Equal Opportunity/Affirmative Action/Drug-Free Work Environment Employer.