Project Coordinator

General Excavating is an award-winning contractor serving public and private owners throughout Nebraska, South Dakota and Wyoming. General Excavating specializes in the construction of underground utilities, natural gas distribution, environmental remediation, excavation shoring, directional drilling, hydro-excavation, and heavy civil including bridge and concrete structures.

The Project Coordinator is responsible for supporting the project team throughout the entire project lifecycle, from project startup through closeout. This position coordinates project setup, including budget entry and transferring project data from estimating into operational and accounting systems, while collaborating with estimating, operations, accounting, and project management to ensure accurate project information. Responsibilities also include preparing, revising, and distributing contracts and other project documents, tracking compliance requirements, reviewing and processing change management documentation, maintaining project records, and providing administrative support to help ensure projects are executed efficiently and in accordance with company procedures and owner specifications.

Essential Duties and Responsibilities include the following. Other duties may be assigned:

• Set up new projects following contract award and ensure all project information is entered accurately into company systems.
• Transfer and validate bid information from HCSS Heavy Bid into HCSS Heavy Job and Sage.
• Maintain project master data, including job numbers, cost codes, phases, cost types, and budgets.
• Coordinate project startup documentation and assist with organizing project files.
• Responsible for the collection and organization of owner compliance documents, (e.g., executed contracts and related documents, insurance, tax exempt forms, etc.), ensuring timely submission and accurate recordkeeping to support project startup, legal compliance, and a safe project.
• Preparation, issuance, and tracking of vendor agreements to ensure timely execution and alignment with project requirements.
• Enter and maintain contract, subcontract, and change order data within the accounting system; update records as required throughout the project lifecycle.
• Assist with project budget updates and administrative cost tracking.
• Generate routine project reports for Project Managers and Operations.
• Support monthly job cost reviews by ensuring project information is current and accurate.
• Coordinate with estimating, accounting, payroll, and operations to ensure consistent project information across departments.
• Assist with project closeout activities, including final pay applications, final lien waivers, contract completion documentation, and record archiving.
• Create, maintain, and reconcile detailed subcontractor and supplier logs, including contracts, purchase orders, pay applications, change orders, and compliance documentation.
• Coordinate with subcontractors and suppliers to obtain executed contracts, insurance certificates, bonds (if applicable), and other required compliance documentation; verify that all required insurance coverages are in place and current.
• Ensure all contract-related documents are properly executed, tracked, and stored in accordance with company policies and record retention procedures.
• Distribute tax-exempt forms and related documentation as required.
• Track, review, and manage Certificates of Insurance (COIs) through Asuretify, ensuring all subcontractors and suppliers meet contractual insurance requirements and coverage remains current throughout the project.
• Prepare, process, and maintain change order logs, including pricing review, approval status, execution tracking, and budget impacts.
• Coordinate with Project Managers and the Financial Controller to ensure change orders are fully approved, executed, and accurately reflected in project cost reports.
• Provide consistent administrative support and contractual guidance to Project Managers throughout the duration of assigned projects.
• Maintain regular, reliable attendance and physical presence at the assigned workplace.
• Perform other duties as assigned.

Qualifications

• Experience in heavy civil and underground utility construction.
• Required experience using HCSS construction management software (including cost tracking, contract management, and project documentation modules).
• Experience with Sage accounting software.
• Knowledge and ability in the use of a personal computer and software applications (e.g. Microsoft Word, Excel, Access,…