Project Coordinator

JOB SUMMARY

The Project Coordinator supports project operations by coordinating schedules, tracking project documentation, and assisting with daily jobsite logistics. This role also manages dispatch functions for a designated branch area, ensuring crews, equipment, and resources are scheduled efficiently to meet project and customer needs. The position serves as a key point of communication between field crews, project managers, and customers.

• Assist Project Managers with project coordination and administrative tasks
• Track and maintain project documentation, including schedules, work orders, and job files
• Support processing of RFIs, submittals, and change orders (as applicable)
• Involvement in preparing quotes and 3-D lift plans
• Ensure timely completion of quotes with detailed organization of bid documents and attachments
• Ensure all job site information, rigging requirements, setup details are noted on the job from Field Estimators. Attach files to job and lift plans when applicable
• Monitor project progress and provide updates to management
• Assist with job cost tracking, billing support, and data entry
• Review invoices for approval
• Review job specific company purchase orders
• Maintain organized and accurate project records
• Coordinate daily and weekly schedules for field crews and equipment
• Dispatch crews to jobsites based on project needs and priorities
• Communicate schedule changes and updates to field staff in a timely manner
• Track crew locations, job status, and completion timelines
• Ensure efficient utilization of labor and equipment
• Review and approve daily timecards prior to Payroll Processing
• Serve as a liaison between field crews, customers, and internal teams
• Respond to customer inquiries regarding scheduling and job status
• Communicate delays, issues, or changes to appropriate stakeholders
• Support branch operations with general administrative duties
• Other duties as assigned by management

• Associate’s degree or 2+ years of equivalent work experience in Construction and/or Equipment, Trucking leasing/rental field, dispatching or project coordination.
• Excellent verbal and written communication skills.
• Ability to prioritize and manage changing schedules
• Construction or equipment rental experience strongly preferred.
• Ability to work independently and as part of a team.
• Experience in a diverse work environment; ability to connect with key decision makers as well as field operation contacts.
• Proficient in using MS Office Suite.
• Excellent organizational skills, attention to detail and problem solving skill set

• While performing the duties of this job, the employee is required to sit, stand, walk, stoop or crouch.
• Work environment is well light, air conditioned/heated office environment.
• Primarily office-based with occasional jobsite interaction.
• This position is based in the Topeka branch office and supports field operations. The role requires frequent communication with field personnel and may involve a fast-paced, deadline-driven environment.

• Adhere to Company Code of Conduct/Ethics and Core Values.
• Ability to multi-task, prioritize and manage time effectively in daily & weekly work schedules to meet deadlines and commitments.
• Contribute to the professional culture within the office and company overall.
• Ensure security of information in all matters pertaining to company, client, and customer information.
• Support the efforts of senior management and sales staff by maintaining a business network of contacts and clients.
  • 40-hours work week in pursuit of company objectives.