Project Coordinator

Project Coordinator

Company: Heritage Glass, LLC

Location: Milwaukee, WI

Reports to: Accounting Manager

The Project Coordinator at Heritage Glass, LLC, is a vital link between the office, our field operations team, and project stakeholders. This role provides essential administrative and operational support to the Project Manager and field glazier technicians, ensuring the seamless execution of commercial glass installation, remodeling, and repair projects across the Milwaukee area and beyond. The Project Coordinator is responsible for maintaining project documentation, coordinating schedules, tracking materials, and facilitating clear communication, all while upholding our core values and unwavering commitment to safety.

Heritage Glass is a privately held Milwaukee, Wisconsin-based glass glazing company dedicated to providing high‑quality commercial glass solutions. We pride ourselves on craftsmanship, integrity, and a client‑first approach. Our success is built on the foundation of strong relationships and a commitment to operational excellence.

• P - Professional: We conduct ourselves with expertise, skill, and courtesy in all interactions, maintaining high standards of work and communication.
• R - Respectful: We treat every team member, client, and partner with dignity, value diverse perspectives, and foster an inclusive environment.
• I - Integrity: We are honest, transparent, and accountable for our actions, building lasting trust through ethical behavior and keeping our promises.
• D - Dependable: We are reliable and committed to delivering on our obligations consistently, ensuring projects are completed on time and to specification.
• E - Everyone is a team player: We collaborate effectively, support each other's success, and understand that our collective effort drives the company's achievements.

Safety is not a policy; it is our way of life. We believe every incident is preventable, and we prioritize the well‑being of our employees, partners, and clients above all else. The Project Coordinator plays a direct role in supporting a safe work environment by:

• Immediately reporting any potential safety hazards or incidents observed in the field or office.
• Ensuring all safety documentation (e.g., permits, checklists, meeting minutes) is complete, current, and properly filed.
• Supporting the coordination of safety training and the distribution of appropriate Personal Protective Equipment (PPE).
• Leading by example and promoting safe work practices in all communications with field personnel.

Project Support & Documentation:

• Assist the Project Manager in the planning, execution, and closeout of multiple projects simultaneously.
• Manage and maintain all project documentation, including contracts, blueprints, change orders, submittals, permits, and closeout documents, ensuring accuracy and accessibility.
• Prepare project reports, schedules, and budgets under the direction of the Project Manager.

Coordination & Communication:

• Serve as a primary point of contact for field glazier technicians, addressing day‑to‑day operational questions and relaying information from project management.
• Coordinate project schedules, material deliveries, equipment rentals, and subcontractor activities to align with project timelines.
• Facilitate effective communication between the office, field crews, general contractors, and suppliers.

Field Operations & Material Management:

• Track and monitor project materials, coordinating with suppliers to ensure timely ordering and delivery to job sites.
• Assist with the procurement of materials and equipment, ensuring adherence to budget constraints.
• Help prepare job site startup packets, which include safety information, scopes of work, and key contacts.

Administrative Support:

• Process expense reports, receipts, and timecards accurately and promptly.
• Assist with project billing and invoice preparation.
• Collaborate with PMs to track project progress and estimated completion status.
• Process and maintain organized records of project invoices, documentation, and correspondence.
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