PROJECT OPERATIONS COORDINATOR

JOB DESCRIPTION

Reports to:  

The purpose of this job description is to communicate the responsibilities and duties associated with the position of PROJECT OPERATIONS COORDINATOR. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. Every Catalyst employee is expected to perform any reasonable task or request that is consistent with fulfilling company objectives. Our company emphasizes a TEAM APPROACH which focuses on a spirit of cooperation, common purpose, and culture of superior customer service. Working together as a team encourages superior performance through open communication and decision empowerment. It is imperative that you review these duties, skills, and physical requirements closely and that you understand that, by signing the Job Description Acknowledgement, you are verifying that you can perform all the duties, have the skills, and possess the physical abilities that are necessary to perform the job as described.

JOB SUMMARY

The Project Operations Coordinator supports multi-family construction and HVAC projects by managing the purchasing and delivery of materials, equipment, and services required to meet project schedules and budgets. This role works closely with project management, field operations, vendors, and accounting to ensure timely procurement, cost control, and compliance with project specifications. The Procurement Coordinator plays a critical role in maintaining supply chain efficiency and supporting successful project execution.

WAGE/HOUR STATUS

Exempt (ineligible for overtime)

DUTIES AND RESPONSIBILITIES 

• Coordinate procurement activities for multi-family construction and HVAC projects, including materials, equipment, and subcontracted services.
• Issue purchase orders in accordance with project schedules, budgets, and company policies.
• Source, evaluate, and maintain relationships with vendors, suppliers, and manufacturers to ensure competitive pricing and reliable delivery.
• Track material lead times, deliveries, and back orders to support project timelines and minimize delays.
• Collaborate with project managers, superintendents, estimators, and field teams to align procurement needs with construction schedules.
• Review submittals, material specifications, and contract requirements to ensure compliance prior to purchasing.
• Monitor inventory levels and coordinate staging, storage, and site deliveries.
• Resolve purchasing discrepancies, damaged goods, shortages, and invoice issues in coordination with accounting and vendors.
• Maintain accurate procurement records, including purchase orders, contracts, pricing agreements, and delivery documentation.
• Support cost control efforts by identifying savings opportunities, alternate materials, and supplier efficiencies.
• Ensure compliance with safety standards, company policies, and applicable building codes related to purchased materials and equipment.
• Perform any additional duties assigned by the Sales Director or VP of Construction.
• Promotes the Catalyst culture of the company.
• Become familiar with the company’s strategic goals each year, striving to accomplish the goals.

QUALIFICATIONS

Position requires:

• 2–5 years of procurement, purchasing, or supply chain experience in construction, HVAC, or related trades.
• Strong understanding of construction materials, HVAC systems, equipment, and project workflows.
• Experience working in a multi-project, deadline-driven environment.
• Proficiency in procurement software, ERP systems, and Microsoft Office (Excel, Word, Outlook).
• Excellent organizational, time-management, and follow-up skills.
• Strong communication and negotiation abilities with vendors and internal teams.
• Ability to read and interpret construction drawings, specifications, and schedules.
• Detail-oriented with strong problem-solving and decision-making skills.

Computer Skills:             Word processing software, spreadsheet software, Internet, email software, and on-          site rental system software.

Office Equipment:           Basic computer knowledge and knowledge of basic office software and office equipment.

Work Hours:                      Minimum of 40 hours per week. evenings, nights and weekends must be available for staffing needs and emergencies.

EDUCATION AND TRAINING

• Associate or bachelor’s degree in construction management, Supply Chain Management, Business, or a related field preferred.
• Equivalent work experience in construction or HVAC procurement may substitute for formal education.
• Training in procurement systems, contract administration, or inventory management is a plus.
• Knowledge of OSHA standards and construction safety practices preferred.

PHYSICAL REQUIREMENTS

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 60% of time is spent on feet and 40% sitting at desk.
• Have occasional need (33% to 66% of the time) to perform the following physical activities:

Bend/Stoop/Squat                           Pick up litter, filing.

Climb Stairs                                       Inspect and show property.

Push or Pull                                       Inspect and show property, open and close doors.

Reach Above Shoulders                 Inspect property, store/retrieve supplies.

• Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting property.
• Constant need (66% to 100% of time) to perform the following physical activities:

Writing/Typing                                      Corporate, resident communications.

Grasping/Turning                                 Telephone, doorknob use.

Finger Dexterity                                   Operation of office equipment.

• Lifting/Carrying (paperwork, deliveries, files, miscellaneous

Over 25 pounds                                   Rare need (less than 1% of the time)

20 – 25 pounds                                    Occasional Need (1% to 33% of the time)

Less than 20 pounds                         Frequent need (33% to 66% of the time)

Under 10 pounds                                                Constant need (66% to 100% of the time)

VISION REQUIREMENTS

• Constant need (66% to 100% of the time) to complete forms, read and review reports and a wide variety of correspondence, view computer screen. Frequently need to see small details.
• Frequent need (33% to 66% of the time) to see things clearly beyond arm's reach (inspecting property, neighborhood surveys).
• Must be able to determine colors properly because of decorating, design, paint colors, etc.

HEARING REQUIREMENTS

• Constant need (66% to 100% of the time) to communicate over telephone and in person with property owners, corporate and resident management, vendors, and residents.

SPEAKING REQUIREMENTS

• Must be able to comprehend, speak, and write the English language.
• Constant need (66% to 100% of the time) to communicate over telephone and in person.

DRIVING REQUIREMENTS

• Frequent need (20% to 25% of the time) to utilize personal transportation to inspect apartments, property, and surrounding neighborhood, and to make trips to the bank and visit the corporate office.
• Must have a valid driver's license and automobile insurance.

WORKING ENVIRONMENT

• Indoors (66% to 100% of the time); frequently outdoors, all conditions (33% to 66% of the time).
• Occasional exposure to caustics, solvents, oils, fumes, flammables, pesticides, etc. (less than 10%).
• Must be able to work in a fast-paced and customer service-oriented environment.
• Performs duties under pressure and meets deadlines in a timely manner.
• Works as part of a team, as well as complete assignments independently.
• Takes instructions from Regional Supervisor and/or President of Operations.
• Exercises strong analytical, organizational, and time management skills.
• Able to resolve conflicts in a professional manner.
• Interact well with co-workers, supervisors, residents and the public in a pleasant professional manner.

REASONING DEVELOPMENT

HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action. Must effectively convey ideas, images, and goals to a diverse group of personalities.

SAFETY RESPONSIBILITIES

• Learns and complies with all company safety rules.
• Always use appropriate safety equipment.
• Immediately reports all unsafe conditions to Regional Supervisor and/or President of Operations. Must be familiar with all safety features or equipment, machinery, or materials encompassed by job duties.
• Must check with the Regional Supervisor and/or President of Operations if there is a question as to the safe procedure to be used for any job function.
• Reports all liability and property incidents to the Vice President of Construction and/or COO.

ADDITIONAL REQUIREMENTS

• Employees must fulfill the performance standards of this position and comply with policies, rules, and procedures of the company, including those set out in the Keener Employee Handbook, or otherwise communicated (verbally or in writing) to employees.
• This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification, and addition as deemed necessary by the company. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by the COO, CFO, CEO, and VP of Construction.