Project Coordinator

PROJECT COORDINATOR

Full‑Time, In‑Office Position, Hourly Range $24 – $27

HTI Polymer is the leading industrial polymer flooring installer in the United States. With thousands of projects in our history and national Fortune 500 clients, we deliver quality results on time and on budget every time.

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Assisting the Contracts Administrator with the tasks below:

• Obtain, track, and maintain all required subcontractor paperwork, including licenses, certifications, insurance documents, W‑9s, safety forms, and compliance records.
• Monitor expiration dates for insurance, certifications, and other time‑sensitive documents; proactively request updated paperwork as needed.
• Maintain organized and up‑to‑date digital subcontractor files.
• Communicate with subcontractors to collect missing or updated documentation.
• Coordinate with project managers and accounting to ensure subcontractor compliance before work begins.
• Assist with onboarding new subcontractors by providing required forms and verifying completion.
• Generate reports on subcontractor compliance status and documentation gaps.

• Prepare and issue Certificates of Insurance accurately and in a timely manner based on customer requests and contract requirements.
• Communicate with insurance brokers, agents, and internal teams to obtain required documentation, endorsements, and policy updates.
• Maintain organized records of all COIs issued, including expiration dates and renewal needs.
• Respond to customer inquiries regarding insurance documentation, coverage details, and status updates.
• Review customer contracts to identify insurance requirements and ensure compliance.

• Prepare, complete, and submit prequalification forms for general contractors, construction managers, and public agencies.
• Maintain and update company information required for prequalification, including financials, safety records, insurance certificates, licenses, and project history.
• Track expiration dates for required documents and coordinate with internal departments (Accounting, HR, Safety, Insurance, etc.) to obtain updated information.
• Manage online prequalification portals (e.g., Building Connected, Procore, ISNetworld, Avetta, Trade Tapp, etc.).
• Maintain a centralized database of all submitted prequalification packages and status updates.
• Respond to contractor requests for additional documentation or clarification.
• Assist with vendor onboarding and compliance documentation as needed.

• Prepare, review, and submit Canadian Regulation 105 waiver applications on behalf of the company.
• Gather required documentation, including contracts, project details, financial information, and supporting evidence for waiver eligibility.
• Track waiver application status, follow up with the Canada Revenue Agency (CRA), and maintain accurate records of submissions and approvals.
• Communicate with clients, vendors, and internal teams to collect missing information and clarify requirements.
• Maintain a database of active projects requiring Reg. 105 compliance and ensure deadlines are met.

• Enter, update, and maintain project financial data in accounting software.

Required:

• A stable and progressive work history in similar roles within organizations of comparable size or larger.
• Strong critical thinking abilities and a proactive approach to achieving goals, meeting deadlines, solving problems, and fostering continuous improvement within the organization.
• Excellent communication skills, both verbal and written.
• Demonstrates strong attention to detail and accuracy.
• Proficient in using the Microsoft Office Suite, including Word, Excel, and Outlook.
• Capable of operating Windows 11 and learning systems like Adobe, Sage 300, and other similar applications with appropriate training.
• Able to type at an average speed of 50–60 WPM.
• Skilled in writing clear, professional, and concise emails.
• Capable of passing a pre‑employment drug screening and a criminal background check.
• Authorized to work in the United States. HTI uses E‑Verify.

Preferred:

• Experience in administrative…