Project Coordinator

The Project Coordinator is responsible for effective and efficient completion of tasks and ensuring tasks are performed with high quality and attention to detail.

• Documents to Project Managers: Provide all contract documents and estimating backup documents to Project Managers.
• Contract Terms Awareness: Become familiar with the administrative requirements of the contract documents. Request and collect tax-exempt forms, as required.
• Job Startup Preparation: Prepare for job startup including scheduling internal startup meeting.
• Submittals: Work with Project Manager to develop and provide project submittals to client.
• Estimator’s Budget: Work with Project Manager to structure and enter the estimator’s budget and Project Manager’s budget into the accounting database.
• Schedule of Values: Work with Project Manager to structure and enter the accounts receivable schedule of values into the accounting database and formatting of AIA Schedule of Values.

• City Permits: Work with Project Managers to fill out applications for City permits for building, encroachment, parking, etc.
• Subcontractor Insurance: Check with insurance administrator to ensure subcontractors have current insurance on file that conforms to the prime contract prior to their work commencement. Provide approved certificates of insurance to client, as needed.
• Change Orders: Work with the Project Managers to prepare client change orders. Enter and track change orders including budgets within accounting database.
• Subcontract Agreements: Draft subcontract agreements and subcontract change orders as requested by Project Manager. Properly reference all contract documents and provide redacted copies to sub along with the subcontractor agreement.
• Subcontractor Invoices: Work with the Project Manager to confirm billed amounts are accurate, create Subcontractor Work Orders and Submit for approval/payment.
• Project Logs: Maintain project logs including change order log, request for information log, submittal log, billing and costs to date log, client weekly status reports, etc.
• Active Jobs File Maintenance: Maintain active job files including all contract and construction documents, permit copies, special inspection reports, etc.
• Budget Maintenance: Work with Project Managers to update project budgets within accounting database.
• Accounts Receivable Invoices: Submit invoices to clients on dates required by contract or required by client, including providing proper lien waivers if required by contract.

• Closeout Documents: Prepare closeout documents per contract requirements.
• Make Jobs Inactive: Clean up jobs and make them inactive in our accounting database and in the Production folder at appropriate times.

• Minimum of 2-5 years of experience as a Project Coordinator or similar role
• Experience with accounting procedures
• Proficiency in MS Office and Teams
• Ability to learn new software quickly
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Strong organizational skills
• Excellent problem-solving skills
• Ability to work independently
• Ability to work as part of a team
• Highly developed attention to detail
• Strong analytical skills
• Ability to work under pressure

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities.

• Ability to read, analyze and interpret technical and legal documents. Ability to respond to and resolve common inquiries or complaints from customers, regulatory agencies, or members of…