Project Coordinator

Essential Duties and Responsibilities

• Assist with obtaining specifications, and addendums for estimating and active jobs
• Aid in job creation and closure
• Track job activity including materials, resources, equipment, and timelines
• Compile needed information for material purchases, submittals, and operation & maintenance manuals as requested by Project Managers
• Aid in close out documents and presentations
• Support estimating tasks such as takeoffs and bid package preparation

Administration & Support

• Assist with general office operations and team member support to maintain efficiencies
• Type letters, reports, proposals, memos, and other documentation
• Maintain organized documentation of active and archived projects
• Maintain required records, filing systems, and routine reporting schedules
• Absorb employee onboarding tasks and PPE
• Absorb employee time sheets and modifications

Customer & Vendor Relations

• Communicate bid invitations, deadlines, and updates to clients and internal teams
• Request vendor quotes and issue purchase orders as needed
• Maintain detailed customer notes
• Deliver consistent, high-quality service to customers, field personnel, and vendors
• Help ensure effective conflict management and professional communication
• Prepare and process billing, change orders, and final invoices
• Process insurance certificates, contracts, and claims per project and customer requirements
• Track expenses and support cost monitoring and savings initiatives

Safety/Hazard Recognition & Elimination

• Pre-plan and identify the methods to eliminate hazards daily by work task
• Execute skill in observing habits and hazards of others and bringing it to their attention
• Uphold safety as the most important goal of our company
• Support goal of achieving zero accidents
• Promote and encourage open communication between field and office regarding all safety concerns, suggestions, improvements, and PPE needed
• Absorb safety training as expected by all company personnel

Qualifications And Requirements

• Bachelor's Degree in Construction Management/Sciences, Engineering (Electrical, Mechanical, Building Science, etc.), or related
• Prior experience in contracting, accounting, engineering, construction management, or a related field preferred
• Positive safety attitude and personal integrity - both are non-negotiable
• Proficiency with Microsoft Office Suite (including Excel, Word, Outlook, and Teams)
• Strong communication skills, both verbal and written
• Strong interpersonal skills; ability to interact with all levels of the company and customers
• Capable of maintaining important information confidential
• Able to accurately multi-task in a fast-paced environment