Project Coordinator

About the role

The Project Coordinator will help plan and organize project delivery in support of 3–4 Project Managers, including marketing, team building, communications, report preparation, correspondence, scheduling, accounting and project delivery functions. The role requires strong interpersonal and organizational skills, writing and editing ability, and proficiency in MS Word, MS Excel, MS Project, Deltek Vantagepoint, and other software. The Project Coordinator must manage a variety of tasks from multiple stakeholders and seek prioritization assistance when needed.

Responsibilities

• Coordinate project team meetings
• Assist with preparing and maintaining project delivery schedules
• Assist with completing ODOT delivery checklists
• Assist with completing and reviewing project reports
• Coordinate milestone deliveries with client
• Coordinate with subconsultants to track their deliverables
• Assist with ProjectWise document tracking
• Prepare project meeting agendas and summaries
• Track and coordinate project team review of submittals, RFIs, pay estimates, and other documents during construction
• Assist with project close out
• Assist with preparing Monthly Progress Reports
• Perform first review of client invoices
• Perform first review of subconsultant/vendor invoices and communicate revisions when needed
• Assist with preparing Scope of Work and Project Fee Estimate
• Coordinate with Contracts group regarding contract review, Scope of Work review, Fee Estimate review, and subconsultant agreements
• Coordinate with subconsultants to gather their fee estimates and scope of work during negotiations
• Coordinate project set-up forms with Contracts group
• Assist with Vision resource plan set-up and ongoing updates
• Assist with proposal materials, including key staff resume updates, sample project write-ups, and proposal graphics such as delivery schedules
• Coordinate contract reviews
• Assist with preparing project fee estimates when needed

Requirements

• Associate’s degree in Business Administration, Project Management, Engineering Technology, Construction Management, or a related field; or equivalent combination of education and experience
• 3+ years of TxDOT experience in project coordination, document controls, project administration, contract administration, or a related role within the engineering, consulting, construction, or transportation industry
• Experience managing project documentation and records in a deadline-driven environment
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams
• Strong organizational skills with the ability to manage multiple projects, priorities, and deadlines simultaneously
• Excellent written and verbal communication skills
• Demonstrated attention to detail and commitment to data accuracy and document integrity
• Ability to work collaboratively with project managers, technical staff, clients, subconsultants, and corporate support teams

Benefits

• Career Growth & Development: Tuition reimbursement program, paid professional training, major license achievement bonus, extensive on-demand learning center, and paid professional memberships
• Work-Life Alignment: Industry-competitive PTO, seven paid holidays and two floating holidays, flexible work schedules, paid parental leave, and eligibility for hybrid and remote work options for some employees based on role responsibilities
• Wellness: Medical, dental and vision insurance, employee assistance program, fitness and wellness reimbursement, and HSA and FSA options
• Life: Employer-paid STD and LTD, employer-paid term life insurance, and retirement 401(k) with company match
• Community: Quarterly social events, paid group volunteering events, and employee networks and groups