Project Coordinator

Position Summary

The Project Coordinator supports Project Managers, Project Controls, engineering disciplines, construction and field personnel throughout the project lifecycle. The role keeps project documents, drawings, work packages, material records, meetings, schedules, and action items organized and accessible while coordinating timely follow-up across office and field teams. The position supports multiple active projects and serves as a point of contact for internal teams, clients, vendors, and contractors.

Essential Duties and Responsibilities

• Coordinate project meetings, invitations, agendas, presentations, minutes, decisions, and action-item follow-up.
• Set up and maintain project folders, correspondence, distribution lists, trackers, reports, and document registers; control document versions, distribution, and retrieval.
• Track drawings, specifications, deliverables, RFIs, vendor documents, client comments, approvals, and milestones; follow up with owners to resolve missing or outdated information.
• Assist engineering and construction teams with assembling, reviewing for completeness, and distributing work packages and construction documentation from drawings, models, and project records.
• Coordinate with field teams to clarify documentation needs, track installation or work-front readiness items, and route technical questions to the appropriate discipline or Project Manager.
• Maintain material, equipment, inventory, and procurement trackers as assigned; support material traceability, transfer requests, and reconciliation of records with field or warehouse teams.
• Support Project Managers and Project Controls with schedule updates, status reports, budget and billing backup, milestone tracking, and administrative reporting.
• Coordinate with clients, vendors, contractors, and internal departments to collect required information, documentation, approvals, and status updates.
• Provide backup support to other projects or departments and complete related assignments as needed.
• Arrange project and leadership meetings, site visits, travel, client visits, and related logistics; prepare itineraries and meeting materials.
• Maintain orderly records for turnover, closeout, and archiving; identify documentation gaps and suggest practical improvements to project tracking and workflows.
• Perform related duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• At least two years of project administration, coordination, document control, construction support, engineering support, or related experience.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to organize multiple projects and deadlines, maintain accurate records, and communicate clearly with office and field personnel.
• Ability to handle confidential and sensitive information appropriately.

Preferred Qualifications

• Experience supporting industrial construction, engineering, fabrication, or field execution projects.
• Experience with drawing and document control, construction work packages, vendor documentation, and material or equipment tracking.
• Familiarity with Bluebeam, Autodesk Navisworks, project document systems, reporting tools such as Power BI, or similar applications.

Core Strengths

• Attention to detail • Follow-through • Practical problem solving • Cross-functional communication • Organization • Adaptability

Note: The above information is intended to describe the general nature and level of the work being performed by persons assigned to this job. This is not an exhaustive list of all duties and responsibilities. Management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.