Project Coordinator

1. About Pipe and Plant Solutions Inc.

Established in 2011, Pipe and Plant provides construction maintenance services for the San Francisco Bay Area's largest municipalities, specializing in Public Works projects and in the private sector. Our services include Large and Small Diameter Pipe Cleaning, CCTV Inspection, Condition Assessment, Utility Potholing, Digester Cleaning, and Wastewater Treatment Plant Maintenance.

Department

Operations

Reports To

Project Manager / Vice President of Operations

Location

23286 Foley Street Hayward, CA 94545

FLSA Status

Exempt

Travel Required

Up to 10–20% (project sites and client visits)

2. Position Summary

The Project Coordinator supports the planning, execution, and closeout of underground maintenance projects by managing documentation, schedules, and communications across engineering, procurement, field operations, and client stakeholders. Working under the direction of the Project Manager, the Project Coordinator helps ensure projects stay organized, on schedule, and compliant with safety and quality standards, serving as a key support point of contact throughout the project lifecycle.

3. Key Responsibilities

Project Planning & Coordination

• Assist in developing and maintaining project plans, schedules (CPM/Gantt), and resource allocation trackers.
• Prepare materials for and help facilitate project kick-off meetings with internal teams and clients.
• Track project progress against baselines; flag variances and escalate to the Project Manager.
• Coordinate procurement activities for materials, equipment, and subcontractors, including tracking purchase orders and delivery schedules.
• Log and track change orders, RFIs, and submittals; ensure timely routing and documentation.

Client & Stakeholder Support

• Support the Project Manager in client communications, including status updates, schedule reports, and meeting minutes.
• Help maintain positive client relationships through responsive, organized communication.
• Assist in tracking and documenting client concerns, disputes, or scope change requests.
• Coordinate scheduling and documentation with regulatory bodies, third-party inspectors, and permitting agencies.

Financial & Administrative Support

• Assist with tracking project budgets, costs, and monthly forecasts under the guidance of the Project Manager.
• Process and route project invoices, subcontractor billings, and expense reports for approval.
• Maintain organized records supporting change order tracking and financial reporting.
• Compile data for monthly project financial reports for leadership review.

Safety, Quality & Compliance

• Support a safety-first culture by helping enforce compliance with OSHA, company safety policies, and site-specific requirements.
• Assist in scheduling, documenting, and filing records for safety walks, toolbox talks, and incident investigations.
• Organize and maintain quality control documentation, including weld logs, hydrotests, NDE reports, and material traceability records.

Team Support

• Coordinate logistics and communications for cross-functional project teams, including engineers, superintendents, pipefitters, and administrative staff.
• Assist with onboarding and scheduling support for field supervisors and project staff.
• Coordinate with HR on staffing needs and help track subcontractor compliance documentation.
• Contribute to a collaborative, solution-oriented team environment across all project phases.

4. Qualifications

Required

• Associate's or Bachelor's degree in Construction Management, Engineering, Business, or a related field (or equivalent experience).
• Minimum 2 years of experience in project coordination, administration, or support within construction industry
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced project environment.
• Proficient with project scheduling software (Primavera P6, MS Project, or equivalent) or willingness to learn.
• Strong proficiency with Microsoft Office Suite, Google Suite and project management/document control tools.
• Excellent written and verbal communication and organizational skills.
• Valid driver's license and ability to pass background check and drug screening.

5. Core Competencies

✓ Organization & Time Management

✓ Problem Solving & Attention to Detail

✓ Client & Team Communication

✓ Documentation & Reporting Accuracy

✓ Safety Awareness & Compliance

✓ Collaboration & Adaptability

6. Compensation & Benefits

Pipe and Plant Solutions Inc. offers a competitive compensation package commensurate with experience, including:

• Salary range $60,000 – $80,000
• Comprehensive health, dental, and vision insurance (company-subsidized).
• 401(k) retirement plan with company match.
• Paid time off (PTO), holidays, and sick leave.

7. Equal Opportunity Employer

Pipe and Plant Solutions Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, disability, or veteran status.

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $60,000 - $80,000