Senior Project Coordinator

WGA is an award-winning Texas-based professional engineering and consulting firm founded in 2007, and has experienced steady growth in a competitive market. This expansion is a result of our strong commitment to our clients providing them with the highest quality of work and service. We built our practice on the foundational beliefs that creative design drives successful projects, and that collaborative working relationships with municipalities, permitting authorities and local and state agencies yielding tangible results throughout the development process. Our extensive range of experience includes industrial, commercial, large mixed-use, hospitality, healthcare, education, municipal and multi- and single-family residential projects. From large-scale industrial projects to preliminary feasibility studies, our goal is to provide value through creative and cost-effective design solutions. We currently have 4 locations across Texas and growing: Houston, The Woodlands, Austin and San Antonio.

Responsibilities

We are seeking a detail-oriented, organized, and experienced Senior Project Coordinator to support the execution of complex civil engineering projects. This role is a critical support function within the project management and operations teams, ensuring that all project activities are carried out efficiently, on time, and in line with budgetary and regulatory constraints. The Senior Project Coordinator will work closely with project managers, engineers, contractors, and other key stakeholders to manage project schedules, resources, documentation, procurement, and logistics. The ideal candidate will have strong organizational and communication skills, a solid understanding of civil engineering processes, and experience managing multiple aspects of large-scale infrastructure or construction projects.

Responsibilities:

Project Coordination and Support:

• Provide coordination and administrative support for multiple civil engineering projects, assisting project managers in the day-to-day operations and ensuring projects run smoothly.
• Assist with the preparation and maintenance of project schedules, ensuring that milestones and deadlines are tracked and met.
• Help monitor and track project budgets and costs, ensuring that expenses are controlled and fall within the approved budget.
• Coordinate project meetings, including the preparation of agendas, meeting minutes, and action items, and ensure that all stakeholders are informed and up-to-date.
• Maintain and organize project documentation, including drawings, specifications, contracts, change orders, submittals, RFIs (Requests for Information), and other project-related materials.

Logistics and Resource Management:

• Assist in the coordination and management of project resources, including labor, equipment, and materials, ensuring that they are available when needed and used efficiently.
• Track and manage procurement processes for materials, supplies, and subcontractors, ensuring compliance with project requirements and timelines.
• Liaise with vendors and suppliers to ensure timely delivery of materials and equipment required for project execution.
• Help manage project resource allocation and workload distribution to ensure project objectives are met within the agreed-upon schedule.

Risk Management and Compliance:

• Assist in identifying project risks and issues, and help develop strategies for mitigating these risks or addressing project challenges.
• Ensure that project activities are conducted in compliance with safety regulations, company policies, and legal requirements.
• Assist with coordinating project inspections, permits, and regulatory approvals, ensuring all required documentation is submitted and filed appropriately.
• Help prepare and submit progress reports, status updates, and other documentation as required by clients, stakeholders, and regulatory authorities.

Communication and Stakeholder Management:

• Serve as a primary point of contact for internal and external stakeholders, including clients, contractors, and team members, ensuring clear and effective communication at all times.
• Support project managers in communicating project status, updates, and issues to clients, contractors, and internal stakeholders.
• Coordinate and manage interactions with subcontractors, ensuring that their work aligns with project expectations and timelines.
• Foster strong working relationships with clients, subcontractors, and project teams to ensure alignment on project goals and deliverables.

Quality Assurance and Continuous Improvement:

• Assist with quality control activities, ensuring that project deliverables meet required standards, specifications, and client expectations.
• Participate in post-project evaluations and debriefs, identifying areas for improvement in project coordination, resource management, and process efficiency.
• Continuously look for ways to improve operational processes and workflows within the project management and operations teams.

Administrative Support:

• Provide general administrative support to the project management and operations teams, including filing, data entry, and document management.
• Support the preparation and review of project contracts, change orders, and other legal or contractual documentation.
• Ensure that project files and documentation are properly maintained and archived for future reference and compliance purposes.

Qualifications:

Education:

• Bachelor’s degree in Civil Engineering, Construction Management, Project Management, or a related field preferred. Relevant certifications or equivalent work experience will be considered.

Experience:

• 5 years of experience in project coordination, operations support, or construction management, preferably in the civil engineering or infrastructure industry.
• Proven experience working on large-scale civil engineering projects, including transportation, utilities, site development, or other infrastructure projects.
• Strong knowledge of project management processes, including scheduling, budgeting, procurement, and documentation control.
• Experience with project management software (e.g., Procore, MS Project, Buildertrend) and document management tools.

Technical Skills:

• Proficient in MS Office Suite (Excel, Word, PowerPoint) and other office productivity tools.
• Familiarity with civil engineering design software (AutoCAD, Civil 3D) or construction-related software is a plus.
• Experience with cost tracking and project financials, including budget management and invoicing processes.
• Familiarity with construction documents, including drawings, contracts, RFIs, submittals, and change orders.

Communication and Organizational Skills:

• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong verbal and written communication skills, with the ability to communicate effectively with internal teams, clients, contractors, and other stakeholders.
• Ability to prepare clear and concise reports, meeting minutes, and other documentation.
• Ability to build and maintain positive working relationships with a variety of stakeholders, including clients, contractors, and team members.

Problem-Solving and Analytical Skills:

• Strong problem-solving abilities, with the capacity to identify issues and implement solutions in a proactive manner.
• Ability to analyze project data, track progress, and highlight discrepancies or concerns for project managers to address.
• Ability to anticipate and address potential project issues before they become significant problems.

Personal Attributes:

• Detail-oriented with a focus on ensuring accuracy and quality in all aspects of project coordination.
• Highly motivated, proactive, and able to work independently or as part of a team.
• A positive, solution-oriented attitude with a strong commitment to customer satisfaction and project success.

EEO STATEMENT

WGA LLC is committed to providing equal opportunity to all qualified applicants and its employees. The Company strictly prohibits all discrimination on the basis of race, ancestry, color, age, national origin, ethnicity, religious creed or belief, physical or mental disability, marital or familial status, legally protected medical condition, genetic information, military or veteran status, sex, gender, sexual orientation, citizenship status, protected activity or any other status or classification protected by applicable federal, state, and/or local laws.

NOTICE TO THIRD PARTY AGENCIES: Please note that WGA LLC does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, WGA LLC will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, WGA LLC explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of WGA LLC.