What are the responsibilities and job description for the Plumbing Project Coordinator position at W3Global?
About The Job
About us.
We're a locally owned plumbing contractor specializing in new construction and renovation projects across West Michigan. Our team takes pride in doing high-quality work and running an organized, professional operation. We're looking for someone who can keep the business side running as smoothly as the plumbing side - someone detail-oriented, proactive, and unafraid to take ownership.
About The Role
The Plumbing Project Coordinator serves as the owner's right-hand person, acting as a proactive partner in driving the success of new construction plumbing projects. This role is ~70-80% focused on independent project oversight-anticipating needs, sequencing tasks, verifying details, and keeping everything on track-while ~20% handles essential communications and administrative support. You'll be the primary point of contact for calls, stakeholders, and daily operations, handling most matters autonomously and escalating to the owner only when needed. The ideal candidate is highly computer-savvy, quick to learn and enthusiastic about new software/tools, detail-oriented, and naturally forward-thinking. This position offers significant growth potential, including transition to full-time as the business expands, with increasing responsibility and trust as your key operational partner.
Key Responsibilities
Proactive Project Oversight & Coordination (Primary Focus)
Required:
About us.
We're a locally owned plumbing contractor specializing in new construction and renovation projects across West Michigan. Our team takes pride in doing high-quality work and running an organized, professional operation. We're looking for someone who can keep the business side running as smoothly as the plumbing side - someone detail-oriented, proactive, and unafraid to take ownership.
About The Role
The Plumbing Project Coordinator serves as the owner's right-hand person, acting as a proactive partner in driving the success of new construction plumbing projects. This role is ~70-80% focused on independent project oversight-anticipating needs, sequencing tasks, verifying details, and keeping everything on track-while ~20% handles essential communications and administrative support. You'll be the primary point of contact for calls, stakeholders, and daily operations, handling most matters autonomously and escalating to the owner only when needed. The ideal candidate is highly computer-savvy, quick to learn and enthusiastic about new software/tools, detail-oriented, and naturally forward-thinking. This position offers significant growth potential, including transition to full-time as the business expands, with increasing responsibility and trust as your key operational partner.
Key Responsibilities
Proactive Project Oversight & Coordination (Primary Focus)
- Independently monitor all projects in JobTread: confirm next tasks are scheduled and verified with builders/project managers; ensure parts/fixtures are ordered, in stock, or delivery-scheduled before needed; verify fixture compatibility (e.g., single-hole vs. 2- or 3-hole faucets for sinks, rough-in specs matching plans).
- Check weather forecasts daily for upcoming work (e.g., reschedule underground plumbing proactively if freezing temps or heavy rain are predicted).
- Anticipate bottlenecks, track milestones, and take initiative to resolve issues before they impact timelines.
- Serve as the owner's eyes and ears-communicating daily with field crews, clients, builders, suppliers, and municipalities to maintain momentum and alignment.
- Handle all incoming phone calls and voicemails as the first responder-resolve routine inquiries, updates, scheduling, and issues professionally and independently.
- Escalate only complex or owner-level decisions, with clear notes logged in JobTread.
- Manage outgoing project communications to keep everyone informed.
- Prepare/submit/track permits, inspections, and water meter installs; liaise with municipalities proactively.
- Order materials/fixtures based on project timelines; coordinate deliveries and verify readiness.
- Reconcile statements, enter bills/payments in JobTread/QuickBooks, process deposits, and follow up on bids/quotes.
- Manage mail, scanning/filing, license tracking/renewals.
- Maintain organized systems and assist with special projects.
- Keep the office functional and clean as needed.
- Proactivity & Forward Thinking: Naturally determines and executes the next steps to prevent delays (e.g., confirming schedules, materials, compatibilities, weather risks).
- Technical Proficiency & Adaptability: Excellent with computers; genuinely interested in and quick to learn/master new programs (JobTread, QuickBooks, supplier portals, weather apps, etc.).
- Independent Judgment: Handles responsibilities autonomously while aligning with owner priorities.
- Communication & Phone Presence: Professional, clear, and efficient-especially on calls.
- Attention to Detail & Problem Solving: Spots mismatches early and fixes them.
- Partnership Mindset: Reliable, trustworthy, and collaborative as the owner's right-hand support.
- Accountability: Strong follow-through and confidentiality.
Required:
- 2 years in project coordination, operations, or similar-ideally in construction, plumbing, or trades.
- Proven ability to quickly learn and embrace new software/tools with enthusiasm.
- Excellent independent phone/communication skills.
- Valid driver's license and reliable transportation.
- Ability to lift/organize materials up to 30 lbs occasionally.
- Solid experience with QuickBooks (or similar) and project software (JobTread preferred).
- Background in new construction plumbing (e.g., fixture specs, permitting, scheduling around weather).
- Experience supporting a small business owner or in a "right-hand" capacity.
- Projects progress smoothly with few preventable delays.
- High accuracy in verifications, data, and financials.
- Most calls/communications handled independently and professionally.
- Proactive issue prevention and quick software adoption.
- Owner relies on you to catch things before they become problems.
- Demonstrated growth potential for full-time expansion.
- Flexible schedule (likely Monday-Thursday, 9am-2pm, adjustable).
- Office-based with occasional local travel (municipalities, suppliers, sites).
- Casual, professional small-team environment focused on trust, efficiency, and growth. This role is designed for someone who thrives on ownership and wants to build something long-term as the business scales.
- Opportunities for growth: This position could evolve into a full-time Operations Manager as the company grows