Project Coordinator

Description

Job Overview:

The Project Coordinator is responsible for supporting the successful execution of work orders assigned to the Projects Division through scheduling coordination, project administration, procurement support, logistics management, and operational communication. This role serves as a critical support function between project management, field crews, subcontractors, vendors, and clients to ensure projects are properly organized, staffed, supplied, and completed in alignment with customer expectations and company standards.

In addition to project scheduling and documentation management, this role is responsible for purchasing project materials, coordinating equipment and vehicle rentals, arranging travel accommodations for crews and management personnel, and maintaining warehouse organization and inventory oversight. The Project Coordinator is expected to operate in a fast-paced environment while maintaining strong communication, organization, and attention to detail across multiple ongoing projects simultaneously.

Directly Reports To: Senior Project Manager and Director of Projects

Job Responsibilities:

Project Scheduling & Coordination

Assist project management teams with assembling and managing project schedules, timelines, manpower plans, and logistical coordination.

Coordinate scheduling with internal crews, subcontractors, vendors, and customer site contacts to ensure project readiness and alignment with operational expectations.

Confirm jobsite details with restaurant, retail, transportation, healthcare, and commercial site contacts including access procedures, delivery instructions, start times, and onsite points of contact.

Send daily project update communications to crews and management containing all relevant project information including scope of work, addresses, schedules, contact information, material requirements, and special instructions.

Coordinate and communicate project expectations, start times, and schedule changes with field personnel and subcontractors.

Conduct weekly schedule confirmation calls with crews, subcontractors, and customers for upcoming scheduled work.

Perform post-project and morning follow-up calls for overnight projects to verify customer satisfaction and identify any issues requiring escalation.

Procurement & Logistics Coordination

Purchase project-related materials, supplies, and consumables in alignment with project budgets and operational timelines.

Coordinate and schedule rental equipment including box trucks, lifts, trailers, specialty equipment, and other project support assets.

Arrange travel accommodations including hotels, flights, rental cars, and related logistics for traveling crews and management personnel.

Track travel and rental costs to ensure alignment with project budgets and company expectations.

Maintain communication with vendors and suppliers to ensure timely delivery of materials and equipment.

Assist with resolving delivery delays, supply shortages, and logistical issues impacting project execution.

Documentation & Administrative Support

Distribute required project documentation including job plans, sign-off sheets, project schedules, scope documents, permits, survey notes, and project photos to crews and subcontractors.

Collect daily project updates, completion photos, sign-offs, and progress documentation from field personnel.

Maintain accurate project notes, customer communication records, and operational updates within company systems and work orders.

Alert Project Management teams of schedule changes, delays, customer concerns, or operational issues impacting project execution.

Assist with project closeout documentation and organization of completed project records.

Identify change orders for Management and Estimating team for pricing and schedule adjustments.

Warehouse & Inventory Management

Assist with oversight and organization of warehouse operations and material staging areas.

Prepare and stage project materials for subcontractor and crew pickup.

Receive, inspect, and organize incoming materials and deliveries.

Maintain weekly inventory tracking reports for commonly stocked materials and consumables.

Ensure warehouse cleanliness, organization, and safe material storage practices are maintained.

Key Performance Indicators:

IVR Usage

Ordering Materials Timeframes

Pending Completion Timeframes

Call Backs / Warranty Report

Requirements

Candidate Qualifications:

2–5 years of project coordination, facilities maintenance, construction administration, logistics, or related operational support experience preferred.

Experience within commercial facilities maintenance, restaurant, retail, construction, or service industries strongly preferred.

Previous experience coordinating travel, rentals, procurement, or field operations logistics is highly desirable.

Strong computer and technical proficiency including Microsoft Office Suite, scheduling platforms, project management systems, and facility maintenance software.

Ability to manage multiple schedules, timelines, and operational priorities simultaneously.

Experience with inventory tracking, purchasing, and vendor coordination preferred.

Strong understanding of project documentation and operational workflows.

Excellent verbal and written communication skills.

Strong organizational abilities with exceptional attention to detail.

Ability to operate in fast-paced environments while managing changing priorities.

Ability to work independently and execute tasks with minimal supervision.

Strong customer service and problem-solving skills.

Ability to occasionally work flexible hours based on project schedules and after-hours operations.

Valid driver’s license preferred.

Ability to lift and organize project materials within warehouse environments as needed.