Project Coordinator

Job Description

The Project Coordinator supports the successful delivery of construction projects through comprehensive project administration and jobsite support. This role manages key project documentation, tracks schedules and permits, and ensures safety and compliance requirements are met. The Project Coordinator works closely with estimators, project managers, field personnel, and external stakeholders to improve workflow and project execution in a highly visible, collaborative office environment.

• Assist with Requests for Information (RFIs) and progressively take ownership of managing them throughout the project lifecycle.

• Support and eventually manage submittals, ensuring timely preparation, review, and tracking of all required documents.

• Track and update project schedules to reflect current progress, milestones, and changes.

• Assist with change orders by helping prepare, track, and document all scope, cost, and schedule modifications.

• Track permits and ensure all required approvals are obtained and kept current for each project.

• Manage closeout documentation, including assembling and organizing closeout packages and ensuring all required materials are submitted.

• Support estimating efforts by providing administrative assistance, documentation, and coordination as needed.

• Deliver project documents and materials to job sites as needed to support field operations.

• Coordinate with field personnel to follow up on project requirements, address issues, and maintain clear communication between the office and jobsite.

• Track safety certifications to ensure all required training and documentation remain current.

• Coordinate equipment calibration schedules and maintain records of calibration activities.

• Monitor confined space compliance requirements and help ensure appropriate documentation and procedures are in place.

• Ensure safety records remain current, organized, and readily accessible.

• Provide general support to the owner and lead estimator/project manager, including administrative and coordination tasks.

• Communicate professionally with customers, municipalities, and vendors to support project needs and maintain strong working relationships.

• Help improve workflow and project execution by identifying process enhancements and supporting implementation of best practices.

• Perform administrative support and data entry tasks related to project administration and construction documentation.

• Maintain detailed meeting minutes and project records to support clear communication and accountability.

• Minimum of 2+ years of project coordination experience, preferably in a construction environment.

• Hands-on experience with construction documentation, including RFIs, submittals, change orders, project schedules, closeout packages, meeting minutes, and permit tracking.

• Strong project administration skills with the ability to manage multiple tasks and deadlines simultaneously.

• Ability to read and interpret construction plans and specifications.

• Understanding of revision tracking and the ability to verify current drawing sets.

• Construction project administration experience with a solid construction industry experience.

• Highly organized and detail-oriented approach to managing documents, schedules, and records.

• Strong administrative support and data entry skills with a focus on accuracy and completeness.

• Effective communication skills for interacting with internal teams, customers, municipalities, and vendors.

• Ability to coordinate with field personnel and support jobsite needs.

• Experience in construction administration or project coordinating within a small company environment.

• Comfort working in a high-visibility role with direct exposure to ownership.

• Ability to identify and contribute to improvements in workflow and project execution.

• Proficiency in organizing and maintaining construction-related records and documentation.

• Strong interpersonal skills and a collaborative mindset for working closely with office and field teams.

This position is based in an office environment within a small company atmosphere of approximately four office employees. The Project Coordinator will have a dedicated office and work in a collaborative setting with high visibility and direct exposure to ownership. The role is 100% onsite, Monday through Friday, with five days per week in the office. The environment emphasizes teamwork, clear communication, and close coordination with both office staff and field…