Jr. Project Coordinator

Jr. Project Coordinator

Division 8 Doors, Frames & Hardware

Position Overview

The Jr. Project Coordinator provides essential administrative, estimating, and project management support to ensure smooth project execution from bid stage through closeout. This role helps maintain project documentation, supports estimators and project managers, and assists in coordinating communication, purchasing, and scheduling. The ideal candidate is detail-oriented, highly organized, and eager to grow within the construction and Division 8 industry.

Primary Responsibilities

1. General Administrative Support

• Manage incoming calls, emails, and correspondence for project teams.
• Maintain and organize digital and physical project files (quotes, shop drawings, approvals, etc.).
• Track key project milestones and deadlines, including submittals, approvals, and delivery dates.
• Prepare cover letters, RFIs, transmittals, and other project documentation.

2. Estimating & Sales Support

• Download, organize, and properly name bid documents (plans, specs, addenda).
• Log new bid opportunities into CRM or internal estimating logs.
• Assist estimators with takeoff documentation and pricing spreadsheets.
• Format, assemble, and issue quotations and bid proposals.
• Update quote logs and assist with follow-up tracking after bid day.

3. Project Management Support

• Assist Project Managers in creating and maintaining submittal packages (hardware schedules, door/frame shop drawings, etc.).
• Track submittal approvals and distribute approved documents to vendors and installers.
• Enter purchase orders for frames, doors, and hardware based on takeoffs and approved submittals.
• Track vendor lead times and confirm ship dates.
• Update delivery schedules and coordinate logistics with warehouse personnel or jobsites.

4. Accounting & Operations Support

• Match invoices to purchase orders and verify pricing accuracy.
• Assist with tracking job costs, billing, and progress payment applications.
• Maintain vendor and customer compliance documents (W9s, COIs, credit applications).

Tools Commonly Used

• ERP / Accounting: FACTS
• Project Management: Procore, Excel-based trackers
• Estimating: Bluebeam Revu, Protech Titan
• Document Control: SharePoint, Dropbox, network drives
• Communication: Outlook, Teams, Zoom

Key Skills & Qualifications

• Strong organizational skills and the ability to manage multiple deadlines.
• Clear communication skills and professional email etiquette.
• Familiarity with construction documents (plans, specs, RFIs, submittals).
• Intermediate Excel abilities and PDF editing skills (Bluebeam or Acrobat preferred).
• Detail-oriented with a team-focused mindset, supporting estimators, PMs, and purchasing staff.

Prior exposure to construction, architecture, or building materials is a plus but not required