Position Summary
The Project Coordinator provides organized, responsive administrative and coordination support to Project Managers and the Director of Operations, as directed. The role helps project teams keep commitments visible, records current, information moving, and routine follow-up completed across the project lifecycle. The Project Coordinator supports execution but does not replace the Project Manager’s accountability for scope, schedule, quality, safety, client commitments, or project results
Primary Responsibilities
Project setup and administration. Help establish project folders, contact lists, distribution lists, logs, templates, calendars, and recurring reporting routines in accordance with company standards.
- Schedule and action tracking. Maintain working schedules, milestone lists, look-ahead information, actionitem logs, and due-date reminders using direction and updates from the Project Manager or Director of Operations. Escalate late, missing, or conflicting information promptly.
- Meeting coordination. Schedule meetings, prepare agendas and supporting materials, capture decisions and action items, distribute minutes, and follow up with assigned owners.
- Document control. Maintain orderly, current project records, including correspondence, drawings, specifications, submittals, RFIs, change documentation, meeting records, daily reports, photographs, and closeout files, as applicable.
- Submittal, RFI, and deliverable support. Prepare and maintain logs, route documents for review, monitor response dates, distribute approved information, and notify the Project Manager of items that may affect work.
- Procurement and logistics coordination. Track requested quotes, purchase documentation, subcontractor and vendor submittals, material lead times, delivery status, access needs, and other logistical details assigned by the project team.
- Field and office coordination. Serve as an administrative link among Project Managers, superintendents, field teams, subcontractors, vendors, clients, and internal departments. Route questions to the appropriate decision-maker and document the response.
- Progress reporting. Compile accurate source information for project dashboards, status reports, milestone updates, risk and issue logs, and leadership briefings. Confirm information with the responsible owner before publishing.
- Budget-support data collection. Collect and organize approved commitments, invoice support, quantities, progress information, and forecast inputs requested by the Project Manager or Project Budget Administrator. Do not independently set budgets, approve costs, forecast cash flow, or interpret financial performance unless specifically authorized.
- Compliance and closeout support. Track assigned administrative requirements such as certificates, permits, warranties, training records, punch-list documentation, turnover materials, and record documents; support timely project and contract closeout.
- Continuous improvement. Help standardize project templates, logs, filing practices, and recurring workflows; identify gaps and recommend practical improvements to the Director of Operations.
- Other duties as directed. Provide additional projectmanagement and operations support consistent with the role’s purpose and level of authority.
Authority and Escalation
- May coordinate routine activities, request status updates, maintain records, and communicate approved information on behalf of the Project Manager or Director of Operations.
- Must escalate scope changes, schedule threats, cost concerns, safety or quality concerns, contractual questions, disputes, and commitments requiring management approval.
- Does not independently authorize contract changes, purchase commitments, payments, client concessions, schedule commitments, or financial adjustments unless written authority is delegated.
Required Qualifications
- High school diploma or equivalent; associate or bachelor’s degree in business, construction management, project management, or a related field is preferred.
- Two or more years of project coordination, construction administration, operations administration, or comparable experience is preferred.
- Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint/OneDrive; ability to learn project-management and accounting systems used by the company.
- Demonstrated ability to organize multiple priorities, maintain accurate records, follow through on deadlines, and handle confidential information with discretion.
- Clear written and verbal communication skills and the judgment to distinguish routine coordination from matters requiring management decisions
Core Competencies
Organization and follow-through; attention to detail; service mindset; proactive communication; document discipline; sound judgment; adaptability; professional discretion; teamwork; and continuous improvement.
Measures of Success
- Project records, logs, meeting actions, and assigned reports are current, accurate, accessible, and issued on time.
- Project Managers and the Director of Operations receive timely follow-up and clear visibility into outstanding actions, approaching deadlines, and administrative risks.
- Financial, contractual, scope, schedule, safety, and quality issues are routed to the correct owner without the coordinator assuming unauthorized decision rights.
- Closeout and turnover records are complete, organized, and ready for review by the responsible manager.
