PROJECT COORDINATOR

Project Coordinator

Weber Murphy Fox is seeking a detail-oriented Project Coordinator

to work integrally with our project-focused teams in our Erie office. This role supports Project Managers and the Construction Management team across all phases of a project—from conceptualization and bidding through construction and closeout.

The Project Coordinator is responsible for coordinating project documentation, tracking financial and contractual information, and maintaining clear communication between internal teams, clients, and contractors. This position is primarily project-focused, with occasional administrative support as needed.

Work arrangement: Full-time position working 40 hours per week with benefits. The anticipated base salary range for this position is $45,000 – $55,000 annually. Final compensation will be determined based on experience, qualifications, and alignment with internal equity.

Key Responsibilities:

• Project Coordination & Communication:

  • Coordinate project activities, resources, and documentation across multiple projects
  • Serve as a point of contact for internal teams and assist in communicating project status
  • Maintain organized project records and ensure timely follow-through on assigned tasks

• Pre-Construction / Bidding:

  • Coordinate bid processes, including bidder outreach and document distribution
  • Maintain bidder lists and track participation
  • Prepare and distribute bid documents, addenda, and bid results
  • Assist with preparation of Project Manuals (Divisions 00 and 01) and technical specifications
  • Verify bid compliance and support bid tabulation efforts
  • Set up project logs, tracking systems, and document management tools

• Construction Phase:

  • Track and log RFIs, submittals, and change orders; maintain accurate status logs
  • Assist in drafting and processing construction bulletins and design modifications
  • Prepare and distribute meeting minutes, reports, and project communications
  • Monitor contract documentation, including insurance certificates and compliance requirements

• Project Accounting & Financial Coordination:

  • Process contractor invoices, assign cost codes, and track approvals
  • Maintain project financial logs and support monthly reporting
  • Track budgets, retainage, and reimbursable expenses
  • Assist with preparation of project cost summaries and billing

• Contracts & Documentation Management:

  • Draft, manage, and execute AIA contracts for consultants, contractors, and design services
  • Create, maintain, and coordinate comprehensive project documentation, including:
    • Trade contracts and subcontracts
    • Submittals and RFIs
    • Bid documents and addenda
    • Change orders and purchase orders
    • Contract control logs and project records

• Project Closeout:

  • Coordinate collection of closeout documents, including O&M manuals, warranties, and as-builts
  • Assist in assembling complete project records and final documentation packages

• Team & Operational Support:

  • Support Construction Management team coordination and workflow
  • Maintain safety documentation, subscriptions, and compliance materials
  • Assist with general team operations as needed

Qualifications Preferred

• 2–5 years of experience in construction, architecture, engineering, or project coordination
• Strong organizational and time management skills with ability to manage multiple deadlines
• Detail-oriented with strong follow-through and accountability
• Collaborative, professional work ethic
• Proficiency in Microsoft Office
• Experience with project or accounting systems (Deltek Vantagepoint, Newforma, or similar) strongly preferred
• Basic understanding of construction documentation and project accounting principles
• Strong written and verbal communication skills.

About Us

Established in 1967, Weber Murphy Fox is an interdisciplinary design firm offering architecture, interior design, planning, landscape architecture, and construction management. We serve a wide range of markets including higher education, K-12, healthcare, housing, and recreation, with offices supporting projects across Pennsylvania, Ohio, and Texas. Our work is driven by collaboration, technical excellence, and a commitment to creating environments that inspire.

Why Join Weber Murphy Fox

• Work on a variety of projects including education, healthcare, and community-focused developments
• Collaborate across offices in Pennsylvania, Ohio, and Texas
• Team-oriented environment with direct interaction with Project Managers and firm leadership

Ideal Candidate

This role is best suited for candidates who thrive in a fast-paced, deadline-driven environment and enjoy keeping projects organized, accurate, and moving forward. Candidates with experience in construction accounting, contract administration, or AIA contract management will be especially successful in this role.

Weber Murphy Fox is an equal opportunity employer. Our comprehensive benefit package offers a wide variety of options including: medical, dental, vision, 401k, paid vacation, sick and holiday time.

Send your resume and cover letter to employment@wmf-inc.com.