Project Coordinator

Department: Operations

Location: Fort Worth, TX

Compensation: $21.00 - $25.00 / hour

Description

The Project Coordinator (PC) supports day-to-day operational workflow for assigned projects by ensuring proper contract intake, job setup, documentation control, and billing readiness.
This role serves as the administrative and process control anchor between Sales, Operations, Contracts, and Accounting. The PC is responsible for ensuring that projects are properly documented, approved, and administratively prepared for execution and billing in accordance with company policy.

Key Responsibilities

Essential Duties and Responsibilities:

1. Contract Intake & Job Setup
• Receive signed quotes, purchase orders, commitments, and contracts.
• Verify documentation completeness prior to job booking.
• Validate alignment between quote, scope, and customer PO.
• Confirm approval thresholds are satisfied prior to job conversion.
• Convert approved quotes to jobs in the company Quoting Tool.
• Verify job number creation and synchronization in Sage Intacct.
• Confirm correct customer and legal entity setup within company systems.
• Create standardized SharePoint job folders and upload all required intake documents.
• Submit formal intake packets to Contracts in accordance with the Contracts SOP.
• Coordinate with Estimating or Sales to ensure approved quotes are properly converted to operational jobs.

2. Operational Coordination & Scheduling Support
• Maintain scheduling calendar and communicate schedule updates to technicians and internal teams under the direction of the Operations Manager.
• Coordinate technician dispatch communication as directed.
• Support internal kickoff preparation by organizing project documentation.
• Track project purchase orders and maintain associated documentation within project records.
• Assist with material ordering coordination as directed by the Operations Manager.
• Match packing slips and supporting documentation to project records.
• Answer incoming calls to the service center and direct customer inquiries to the appropriate Operations or project leadership.
• Maintain organized, accurate project files throughout the project lifecycle.

3. Change Documentation & Compliance Support
• Collect and organize supporting documentation related to change orders as directed by Operations or Project Management.
• Maintain version control and document integrity in SharePoint.
• Escalate incomplete or inconsistent documentation to Senior Project Coordinator or Operations Manager.
• Ensure required project documentation is accessible for audit, safety, and compliance purposes.

4. Billing Readiness Support
• Confirm executed contract status prior to billing release.
• Verify approved change orders are documented prior to billing submission.
• Assemble billing documentation package and submit to Accounting once scope completion has been confirmed by Operations or Project Management.
• Coordinate with Project Manager (where applicable) or Operations Manager to confirm scope completion.
• Provide documentation and billing readiness updates to support Work-in-Progress (WIP) review discussions.

5. Administrative & Process Discipline
• Follow all company accounting, contracts, and operational procedures.
• Maintain confidentiality of customer and company information.
• Identify and communicate recurring process breakdowns to Senior Project Coordinator.
• Support continuous improvement of intake and documentation workflows.
• Perform other duties as assigned.

Supervisory Responsibilities:
None.


Skills, Knowledge & Expertise

Required Qualifications
• High school diploma or equivalent required; Associate degree preferred.
• Experience working with Sage Intacct or similar ERP platform preferred.
• Experience in construction, subcontracting, utilities, or service-based operations preferred.
• Working knowledge of contracts, purchase orders, and change documentation processes.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word).
• Strong organizational skills with high attention to detail.
• Ability to manage multiple deadlines in a fast-paced environment.
• Clear written and verbal communication skills.
• Ability to maintain professional judgment and discretion.

Knowledge, Skills, and Abilities
• Strong documentation discipline.
• Ability to follow structured workflows and SOPs.
• Ability to escalate issues appropriately without overstepping authority.
• Ability to work cross-functionally with Operations, Contracts, and Accounting.
• Commitment to process accuracy and operational support.

Physical Demands / Work Environment
• Tools/Equipment Used: Standard office equipment including computer, keyboard, telephone, and office systems.
• Posture: Prolonged periods of sitting and computer use.
• Motion: Frequent repetitive hand motions including typing and mouse use; occasional reaching, bending, or stooping.
• Lifting: Occasional lifting and carrying of files or office materials up to 20 pounds.
• Environment: Office environment with regular interaction with field personnel and leadership. Work involves interruptions and requires prioritization.

All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, or protected veteran status.