Project Coordinator

Want to be part of one of the country’s fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we’re growing every day! We think BIG about solving the world’s toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do. If you like a fast-paced environment, a team structure that provides support, training, and development, then apply today!

The Project Coordinator role provides onsite project coordination and contract administration support for service and public works projects. The role partners closely with project managers, estimators, legal, and finance to ensure contractual obligations, documentation standards, and compliance requirements are met.

The Project Coordinator plays a critical role in protecting contractual rights, managing bonding and lien requirements, and supporting compliance with public works regulations, allowing operations teams to focus on execution and delivery within a growing organization.

Key Responsibilities

• Provide onsite support for service and public works projects through all phases, including bid, setup, execution, and closeout.
• Coordinate bid documentation, prequalification materials, internal approvals, and bid submissions.
• Prepare, review, and organize project documentation, including contracts, bonds, insurance certificates, certified payroll related documentation, and licensing requirements.
• Coordinate with Legal on contract review, revisions, lien releases, bond notices, and statutory compliance.
• Order and manage bid bonds, project bonds, and certificates of insurance.
• Ensure compliance with public works requirements, including preliminary notices, bond rights, lien documentation, prevailing wage, and statutory deadlines.
• Set up and maintain projects in enterprise systems, including LevelSet and Spectrum, to support bond rights, compliance tracking, and financial accuracy.
• Support Project Managers with mobilization requirements, change orders, billings, and documentation required for public agency invoicing.
• Coordinate project closeout activities, including bond closeout, retainage release, acceptance documentation, and warranty commencement notices.
• Partner with corporate and local teams to drive consistency, accuracy, and continuous improvement in project administration processes.
  
  

Education & Experience

• Associate or bachelor’s degree in business, Construction Management, or a related field preferred.
• 3 years of experience in project coordination, contract administration, or construction administration.
• Working knowledge of public works requirements, including bonding, lien rights, prevailing wage, and statutory notice requirements.
  
  

Skills & Competencies

• Strong understanding of public works compliance and documentation requirements.
• Exceptional attention to detail with the ability to manage complex documentation and deadlines.
• Ability to manage multiple projects and competing priorities in a deadline driven environment.
• Clear written and verbal communication skills with internal teams, agencies, and external partners.
• Practical, organized, and solutions focused approach.
• Proficiency in Microsoft Office and enterprise systems such as Spectrum and LevelSet.
  
  

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.