JDH - Project Coordinator

Position Summary:

In this position, the Project Coordinator’s role is to assist with recurring aspects of projects under the direction of the Project Manager and/or Division Director. The Project Coordinator is responsible for maintaining project spending within established budgets while procuring materials and services. Additional duties include coordinating and scheduling deliveries to meet project demands and ensure efficient workflow throughout the project lifecycle.

During the progression of a project, the Project Coordinator will also assist with production tracking, reporting, and documentation responsibilities in conjunction with the Project Manager to help ensure projects are completed efficiently, on schedule, and within budget.

Procurement:

At JDH, the projects we construct require the procurement of materials, subcontractors, and rental equipment to successfully complete our work. A Project Coordinator should be capable of procuring these items while maintaining a clear paper trail of all transactions, quotes, and correspondence through email documentation. Retaining these records is essential for validating pricing during invoice approvals and accurately tracking project costs to ensure budgets are maintained.

Proper documentation and agreements are also a critical responsibility of the Project Coordinator. This includes ensuring Subcontractor Work Orders are executed and maintained to protect the company’s interests. Additionally, proper onboarding documentation for subcontractors and vendors, such as Certificates of Insurance (COI) and W-9 forms, must be collected and retained prior to the commencement of work. Maintaining organized and accurate records helps ensure compliance, accountability, and smooth project operations.

Record Keeping:

Another aspect of the Project Coordinator’s day-to-day responsibilities is maintaining accurate records of material quantities as directed for each project, documenting unforeseen expenses, and communicating concerns to the Project Manager regarding cost overruns or potential project issues. Attention to detail and proactive communication are essential to helping projects remain on schedule and within budget.

The Project Coordinator is also responsible for organizing and filing project progress photos, as well as preparing and sending customer updates in a professional and timely manner. Proper documentation and communication help maintain transparency with customers and support efficient project management.

In addition, documenting 811 locate tickets and monitoring ticket statuses is a critical responsibility that must be handled thoroughly and accurately. Failure to properly manage utility locate documentation can create significant safety hazards and result in costly damages to underground utilities. Ensuring all locate requests are current and properly recorded is essential for maintaining safe jobsite operations and protecting the company from unnecessary liability and expense.

Closeout Packages:

Obtaining the required photos and documentation for customer closeout is a critical responsibility, as incomplete closeout packages can delay or disrupt payment for work performed. Each client has specific closeout procedures and documentation requirements that must be followed to ensure compliance with their guidelines and to secure final payment in a timely manner.

Proficient project closeouts are essential to the success of the project. Throughout the construction process, the Project Coordinator must proactively collect and organize the necessary information, documentation, and progress photos to ensure all required closeout items are completed accurately. Failure to obtain these items during active construction may result in information or documentation that cannot be retrieved later, potentially causing delays, disputes, or financial loss. Maintaining organized and complete records throughout the duration of the project is essential for efficient and successful project completion.

Jobsite Paperwork:

To ensure our field employees are set up for success, they must be provided with accurate and complete project documentation in the field. A job folder is prepared for each project to ensure field personnel have all necessary information and documents required to safely and efficiently perform the work. Proper preparation and organization of these documents help minimize delays, reduce confusion, and improve overall project execution.

Items typically included in the job folder consist of, but are not limited to:

• Final Construction Drawings

• Foundation Designs

• Building Permits

• Wireless Estimators

• Geotechnical Reports

• Miscellaneous Site-Specific Documents

It is the responsibility of the Project Coordinator to ensure these documents are current, accurate, and distributed to the appropriate field personnel prior to the start of work. Maintaining organized and updated project documentation is essential to supporting field operations and ensuring projects are completed in accordance with project specifications and customer requirements.