Project Coordinator

POSITION PURPOSE:

The Project Coordinator supports industrial construction execution by assisting with project setup, managing document control, coordinating submittals and RFIs, participating in the bid and award process, generating purchase orders, and tracking key project data, including commitments, deliverables, man-hours, and quantities. This position strengthens project visibility, communication, and follow-through from startup through closeout. 

ESSENTIAL FUNCTIONS AND BASIC DUTIES: 

Project Administration & Coordination

• Support the Project Manager and project team in all aspects of project execution.
• Coordinate communication among internal departments, field teams, vendors, subcontractors, and customers.
• Prepare project correspondence, meeting invitations, agendas, and meeting minutes.
• Maintain organized project filing systems and current project records.
• Coordinate distribution of drawings, specifications, contracts, schedules, and project updates.
• Assist with project startup, mobilization, and construction coordination activities.

Document Control

• Maintain project document registers and tracking logs.
• Process, distribute, and track RFIs, submittals, transmittals, meeting minutes, and project records.
• Ensure proper document version control and retention practices.
• Coordinate receipt and distribution of vendor and subcontractor documentation.
• Follow up with responsible parties on outstanding document deliverables.

Procurement & Vendor Coordination

• Initiate and track purchase requisitions, purchase orders, delivery commitments, and related vendor documentation.
• Coordinate vendor and subcontractor communications, including submission requirements, invoice routing, and administrative payment application tracking.
• Participate in bid package development, proposal collection, award support, and maintenance of vendor, subcontractor, and equipment records.

Reporting & Tracking

• Maintain action item logs, decision logs, contact lists, distribution lists, and communication matrices.
• Compile project information, KPI inputs, man-hour data, equipment data, key quantities, and supporting documentation for management reporting.

Financial Administration Support

• Maintain project financial records for contracts, change orders, commitments, billing support, and project controls documentation.
• Coordinate required supporting documentation to ensure project financial files remain complete, organized, and current.

Project Closeout Support

• Maintain punch list and closeout tracking logs.
• Coordinate turnover documentation and warranty information.
• Collect and organize as-built drawings and final project documentation.
• Assist with commissioning, startup, and project handoff activities.
• Support lessons learned and project closeout reporting.

Safety & Quality

• Promote compliance with company safety standards and project requirements.
• Assist with tracking project quality and safety documentation.
• Support audits and project reviews as requested.
• Ensure all project activities are documented in accordance with company procedures.
• Perform other duties as assigned to support project execution and departmental needs. 

Education/Certification: 

• High school diploma required.
• Bachelor’s degree in construction management, engineering, business, or a related field preferred.
• Project management coursework or certification preferred. 

Required Knowledge & Experience: 

• 2 years of project coordination, construction administration, or industrial construction experience.
• Industrial construction experience preferred.
• Experience with Microsoft Office Suite required.
• Experience using Procore, Bluebeam, Microsoft D365 ERP, project management, or document management systems preferred.
• Experience with Microsoft Project and Microsoft Planner preferred. 

Must possess current, valid driver’s license with no restrictions. Up to 20% travel required or as needed.