What are the responsibilities and job description for the Project Coordinator position at Alliance Painting?
Role Summary
This role requires strong organization, excellent client communication, attention to detail, and the ability to solve problems while maintaining a premium client experience.
Working closely with the Production Manager, the Project Coordinator acts as the operational bridge between sales, clients, suppliers, and subcontractors to ensure a smooth transition from signed contract to project start.
The Project Coordinator plays a critical role in preparing sold residential painting projects for successful execution. This position ensures that every project is properly set up, documented, approved, and ready for production before crews are scheduled.
Serve as a key communication point for clients during the project preparation phase.
Primary Responsibilities
Project Setup & Preparation
Prepare newly sold projects for production by ensuring all required information and approvals are complete.
Responsibilities include:
- Reviewing contracts and verifying scope of work accuracy
- Auditing material lists and paint specifications
- Confirming project details in company systems
- Ensuring projects are fully prepared prior to scheduling
Client Communication
Serve as a key communication point for clients during the project preparation phase.
Responsibilities include:
- Retrieving and confirming paint color selections
- Securing color form approvals
- Confirming project details with homeowners
- Answering client questions and setting clear expectations
- Creating positive, professional customer interactions
Materials & Vendor Coordination
- Creating and placing paint orders
- Coordinating delivery schedules with suppliers
- Ensuring correct materials are ordered for each projec
- Resolving any order discrepancies
Financial & Administrative Support
- Processing client payments
- Managing financing draw requests
- Preparing and sending invoices
- Compiling subcontractor agreements
- Preparing subcontractor payroll summaries
Project Documentation
- Compiling and documenting change orders
- Maintaining accurate job files
- Tracking job costing data
- Preparing production reports
Production Support
- Assist Production Manager with operational coordination
- Provide administrative support to field crews when necessary
- Help resolve project challenges and client concerns
Skills & Qualifications
Required Skills
- Highly organized with strong attention to detail
- Strong verbal communication skills with clients
- Comfortable managing multiple projects simultaneously
- Ability to solve problems and create win-win outcomes
- Strong computer skills and ability to learn new systems quickly
Preferred Experience
- Residential construction or home services industry
- Project coordination or operations support
- Customer service experience
- Familiarity with job costing or project management systems
Key Traits for Success
The ideal candidate demonstrates:
- Ownership mentality
- Professional communication
- Process-driven thinking
- Strong follow-through
- Ability to stay calm and solutions-focused under pressure
Performance Expectations
Success in this role means:
- Projects are accurately prepared before production
- Clients feel well informed and confident
- Paint orders and materials are correct the first time
- Documentation and job costing data are accurate and organized
Culture Fit – Alliance Painting
We operate under our core values:
- Teamwork – We win together
- Pursuit of Excellence – Good enough is never enough
- Growth Oriented – We constantly improve
- Ownership – We take responsibility and solve problems
Salary : $40,000 - $50,000