What are the responsibilities and job description for the Project Coordinator position at MBA Energy & Industrial?
Position Summary
The Construction Project Coordinator supports the daily administrative, accounting, and document control functions for industrial and commercial building projects across the U.S. This role ensures accurate financial tracking, efficient subcontract management, and smooth project execution. The position requires strong organizational skills, attention to detail, and the ability to collaborate effectively with internal teams, clients, subcontractors, and vendors.
Essential Duties and Responsibilities
Subcontract Document Management / Project Support:
- Manage subcontract document control, tracking, and verification.
- Review purchase orders, subcontracts, and change orders for proper project and cost code assignment.
- Provide financial reports and project status updates as requested.
- Communicate invoice or payment discrepancies to the project team for resolution.
- Track subcontractor change orders and back charges to maintain accurate job cost reporting.
- Verify subcontractor compliance with project-specific insurance and documentation requirements.
- Support all phases of project administration from initiation to closeout.
- Assist in training and onboarding new project support staff members.
Accounts Payable / Accounts Receivable:
- Monitor and manage aging invoices and collection activities.
- Generate monthly client pay applications per contract terms and coordinate approval with Project Managers.
- Ensure pay applications are completed and submitted on schedule.
- Track contract change orders that impact billings; communicate discrepancies to project teams.
- Process incoming invoices and match them to corresponding purchase orders or subcontracts.
- Verify invoice accuracy and compliance with contract terms before payment release.
- Obtain and track lien waivers from subcontractors and suppliers prior to issuing payment.
- Maintain vendor relationships, communicate payment schedules, and resolve inquiries professionally.
- Track and ensure subcontractor and vendor payments are made within agreed terms.
- Follow up with Project Managers for invoice approvals to prevent delays in payment processing.
Required Knowledge, Skills, and Abilities
- Exceptional organizational and time-management skills.
- Strong written and verbal communication; able to interact effectively with internal and external stakeholders.
- Proactive, self-motivated, and capable of managing multiple priorities with limited supervision.
Preferred Qualifications
- Experience in construction project administration, vendor management, or accounting support, or related field.
- Experience in project coordination within a general contractor or construction management environment.
- Experience with construction or accounting software systems.
- Working knowledge of Accounts Payable and Accounts Receivable processes.
- Familiarity with lien release tracking, subcontract compliance, and job cost accounting principles.
Core Competencies
- Financial and Administrative Accuracy
- Attention to Detail
- Communication and Team Collaboration
- Accountability and Ownership
- Time Management and Efficiency
Work Environment and Physical Requirements
This position is performed primarily in an office environment with occasional communication with field project teams. Standard work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. The role requires extended computer use and frequent document handling.
Compensation and Benefits
MBA Energy & Industrial offers a competitive compensation package with a quarterly bonus program and a comprehensive benefits package, including medical, dental, and vision insurance, paid time off, paid holidays, and a 401(k) with company match.