Project Coordinator

The Project Coordinator provides administrative and operational support for project management activities by coordinating customer communications, subcontractor relationships, procurement, scheduling, billing, and documentation. This role serves as a central point of contact for internal teams, customers, and vendors to ensure projects are organized, properly documented, and executed efficiently.

Duties and Responsibilities

· Enter customer information and maintain records in the CRM database for FedEx subcontractor projects.

· Onboarding Documentation/Administration for New Subcontractors

· Communicate with subcontractors to confirm schedules and distribute work orders, tickets, and supporting documentation.

· Submit purchase requisitions for materials through Kojo Database and assist with purchase order modifications as needed.

· Coordinate lift and equipment rentals: scheduling, processing paperwork, creating purchase orders, and arranging equipment call-offs.

· Monitor material orders to ensure all required items are received accurately and on time.

· Create packing slips and maintain organized electronic job files by establishing folders on network drives and Outlook.

· Submit service billing information to Accounts Receivable and process subcontractor and equipment rental invoices for Accounts Payable.

· Maintain subcontractor compliance by collecting and verifying required contracts, documentation, and signed paperwork.

· Provide clerical and administrative support to Project Managers and operational staff.

· Coordinate travel requests by communicating hotel and transportation needs to the Travel Coordinator.

· Update monthly invoice reports and maintain accurate billing records.

· Serve as a liaison between customers, subcontractors, and internal staff to facilitate effective communication.

· Provide backup support for other Multi Site Coordinators as needed.

· Maintain and update operational reports and tracking tools

· Create new site requests and ensure project documentation remains complete and current.

Qualifications

· Strong organizational skills with exceptional attention to detail.

· Excellent verbal and written communication skills.

· Experience working with databases, spreadsheets, and project tracking systems.

· Proficiency in Microsoft Office applications, particularly Outlook and Excel.

· Ability to manage multiple priorities in a fast-paced environment.

· Strong customer service and interpersonal skills.

· Ability to work collaboratively with project managers, customers, subcontractors, and cross-functional teams.

Preferred Skills

· Experience with CRM systems, Smartsheet, or project management software.

· Familiarity with purchase orders, procurement processes, and invoice processing.

· Knowledge of coordinating subcontractors, equipment rentals, or field service operations.

· Experience supporting construction, facilities, and logistics