Project Coordinator

H.J. Russell & Company is seeking a detail-driven, ambitious Project Coordinator to support project accounting and compliance activities. This role is hands-on with project set-up, subcontract/purchase order administration, certified payrolls, payables coordination, and tracking MBE/WBE participation to meet contract goals. You’ll partner closely with project teams and the Regional Controller to keep projects audit-ready, compliant, and financially on track.

Key Responsibilities

• Project Set-Up in CMIC/CMiC: Create and maintain new project records, cost codes, budgets, vendors, and user permissions; ensure alignment with contract terms and internal controls.
• Subcontracts & Purchase Orders: Draft, route, and issue subcontracts/POs; confirm scope, insurance/bond requirements, and risk/compliance attachments; maintain fully executed files.
• Certified Payroll Management: Collect, review, and process certified payroll reports from internal teams and trade partners; reconcile errors, post to required systems/portals, and maintain weekly compliance logs.
• Trade Partner Payables Support: Assist with invoice intake, 3-way match (contract/PO, receipt, invoice), lien waivers, and payment releases in coordination with Accounting/AP.
• MBE/WBE Participation Tracking: Monitor and update minority- and women-owned business enterprise participation; maintain running percentages vs. contractual goals; coordinate with project teams to address gaps and document good-faith efforts.
• Owner Contract Documentation: Support execution of owner agreements by preparing and processing required documentation (e.g., certificates of insurance, bonds, affidavits, schedules of values, waivers, closeout forms).
• Records & Reporting: Maintain organized digital files; run routine/monthly reports (commitments, spend, compliance status, participation dashboards); support audits and owner reporting requests.
• Process & Compliance: Follow company policies, internal controls, and contract requirements; help refine templates and checklists for consistency and efficiency.

Qualifications

• 0–3 years of relevant experience in construction project coordination, project accounting, or AP/AR support (internships/co-ops welcome).
• Bachelor’s degree in Accounting, Finance, Construction Management, Business, or related field preferred.
• Familiarity with CMIC/CMiC or other construction ERP systems preferred; strong MS Excel (lookups, pivots), Word, and PDF tools.
• Understanding of certified payrolls, prevailing wage/compliance concepts, and basic contract terms is a plus.
• Excellent attention to detail, organization, and follow-through across multiple concurrent deadlines.
• Strong written and verbal communication; comfortable interfacing with project teams, vendors, and owners.

What You Bring

• Strong work ethic, passion, and ambition—you take ownership, learn quickly, and finish what you start.
• Curiosity for how project dollars flow from contract to closeout, and the drive to keep data accurate and audit-ready.
• A team-first mindset and the professionalism to represent H. J. Russell & Company with partners and clients.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee frequently works near moving mechanical parts and in outside weather conditions and is frequently exposed to extreme cold. The employee occasionally works in high, precarious places and is occasionally exposed to wetness.

At H. J. Russell & Company, we are committed to maintaining equitable and competitive compensation practices that support our mission to attract and retain top talent. The pay range for this position is $62,900 to $77,000 per year. The final offer will reflect the candidate’s experience, skills, and qualifications, along with location-specific factors, in accordance with applicable state pay transparency laws.

In addition to our exceptional culture, we offer the following suite of benefits:

• Medical, Prescription, Dental, and Vision Insurance
• Company-Sponsored Life & AD&D
• Flexible Spending & Health Savings Accounts
• 401(k) with Employer Matching Contribution
• Disability Insurance
• Supplemental Insurance & Other Voluntary Coverage
• Employee Assistance Program

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.