Project Coordinator

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The Project Coordinator provides complex administrative support to various members of the project team under the direction of the Office Manager. The Project Coordinator will be responsible for project oversight and coordination of all its stages from inception to completion by inputting data, tracking, and monitoring control points and program updates. Assist with uploading photos and documents and manages the tracking progress for program estimates.

• Provides high‑level administrative support to Project Directors and the Project Management team.
• Conducts quality checks of purchase orders.
• Authors work authorizations/COSs as needed.
• Prepares job files and ensures paperwork is completed accurately.
• Maintains and organizes paperwork in specific files using Sales‑Force.
• Assists with transferring and uploading photos into specific files to forward to corporate staff.
• Develops staff meeting agendas for production meeting logistics.
• Performs weekly safety training updates using HRMS and Egnyte software.
• Reconciles and sends billing reports to accounting staff by monthly deadlines.
• Handles requests and billing exceptions.
• Generates requests for promptness on estimates.
• Manages and updates certificates using HRMS software and Excel spreadsheets.
• Attends all appropriate company training and monthly Admin Program meetings.
• Executes administrative support functions to management and follows company procedures and protocols.
• Performs special project assistance as needed.

• Proficiency in MS Word, Excel, PowerPoint, G Suite, and PC.
• Xactimate and related knowledge – a plus.
• Strong communication skills: fluent English, both oral and written; able to communicate effectively at all levels.

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, faxes, scanners, and electronic filing.

While performing the duties of this job, the employee is regularly required to talk or hear, stand, walk, use hands to finger, handle or feel, and reach with hands and arms.

• High School Diploma or equivalent.
• A minimum of 1 year of experience in a coordinator or administrative role.
• Excellent customer service experience.
• Outstanding work ethic (reliable), organizational skills, and detail‑oriented.
• Strong verbal and written communication skills.
• Adept in technology and various software.
• Ability to work in a fast‑paced environment.
• Positive attitude towards new challenges.
• Takes initiative and ownership.
• Strong commitment to compliance and doing the right thing.
• Experience working in Salesforce, including generating reports (preferred, though not required).
• Construction industry experience – preferred.