Project Coordinator

Job Description:

The Project Management Coordinator (PMC) plays a vital role in supporting Project Managers to ensure the successful delivery of projects. Under general supervision, the PMC oversees the coordination and administration of key project management processes, including documentation, scheduling, resource allocation, and communication. The PMC helps achieve project milestones on time and within scope by maintaining efficient budgeting, procurement, and progress-tracking workflows.

Highly organized and detail-oriented, the PMC thrives in a fast-paced environment, demonstrates exceptional communication skills, and proactively addresses challenges to support smooth project execution.

Organizational Relationships

Reports to: Director of Construction

Supervises: None

Essential Duties and Responsibilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Project Coordination:

• Assist Project Managers in all phases of project planning, execution, and closeout.
• Develop, update, and manage detailed project schedules to ensure alignment with milestones and deadlines.
• Monitor deliverables and timelines, ensuring accountability and prompt follow-up with responsible parties.
• Coordinate project resources, including scheduling meetings, organizing documentation, and facilitating communication among project teams.
• Work closely with the commissioning department to schedule technicians and coordinate startup activities.
• Partner with purchasing and logistics teams to ensure timely procurement and delivery of materials and supplies.

Project Communication:

• Act as a liaison between Project Managers, subcontractors, clients, and other stakeholders to maintain open and effective communication.
• Schedule and facilitate project meetings, including preparing agendas, distributing materials, and recording minutes.
• Compile and distribute regular project status reports, highlighting progress, risks, and accomplishments for stakeholders.

Project Documentation Management:

• Organize and maintain comprehensive project documentation, including contracts, drawings, specifications, and schedules.
• Prepare and distribute weekly status reports summarizing key updates and actionable items.
• Assist in the preparation of closeout documents, such as as-built drawings, operations and maintenance manuals, and warranty letters.

Software Management:

• Ensure accurate and timely entry of project data into Procore and other project management software platforms.
• Support project invoicing, forecasting, and scheduling using construction management tools.

Knowledge, Skills, and Abilities:

The following are the knowledge, skills, and abilities needed for an individual to perform the essential functions of the position.

Education

• Associate’s degree in business administration, construction management, or equivalent related work experience required. Bachelor’s degree preferred. 
• Additional certifications (i.e., PMP, CEM, LEED AP, EIT, or PE) a plus

Experience

• Two (2) or more years of experience in project administration or coordination, preferably within the construction or building automation systems industry.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with project management software (e.g., Monday.com, Trello, Asana) and construction management platforms (e.g., Procore).
• Skilled in creating and managing detailed project schedules.

Communication & Collaboration

• Excellent verbal and written communication skills.
• Ability to coordinate effectively with internal teams, clients, and subcontractors.
• Strong interpersonal skills and a customer service-oriented mindset.

Organizational and Action-Oriented Skills:

• Exceptional attention to detail and accuracy in all tasks.
• Ability to prioritize and manage multiple tasks simultaneously in a fast-paced environment.
• Proactive in identifying and resolving issues, with the ability to take decisive and effective action to ensure project success.

Working Environment:

Office-Based Work: Primarily conducted in an office setting with periodic fieldwork at active construction sites. 

Team Interaction: Collaborates with engineers, technicians, contractors, and clients in dynamic, fast-paced environments.

Physical Requirements:

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. 

• Ability to work at a computer terminal for extended periods.
• Ability to sit or stand for long durations while performing desk work.
• Vision capabilities necessary for reading and computer use.
• Capacity to communicate effectively through speaking and listening.

Additional Information: 

This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may evolve or change at any time with or without notice to meet the needs of the organization.

Compensation and Benefits: 

• Salary Range: $65,000 – $85,000 per year (based on experience and skills)
• Competitive benefits package, including health, dental, and vision insurance
• Opportunities for professional growth and leadership