Project Coordinator

Job Description

Job Description

About Stronghouse

Strong on the Inside & Out. We know nothing's more valuable than what takes place on the inside of a home, the family moments that strengthen bonds. The lived experiences that shape communities. We believe our customers' attention should be on nurturing and enjoying their interests and their families, not on roofs, siding, or windows. Our job is to make sure that it never changes. The Project Coordinator provides essential administrative and organizational support to the Commercial Division. This role is responsible for maintaining accurate project files,coordinating permits, supporting pre-construction efforts, and ensuring documentation flows smoothly across the team. Strong communication skills, organization and attention to detail are critical. The Project Coordinator keeps project records current, tracks permit status across multiple jurisdictions, prepares materials for client presentations, and supports the team with meeting coordination and administrative tasks. The right person for this role is detail-oriented, proactive, and takes pride in keeping information organized and accessible. They communicate clearly, follow through on commitments, and understand that consistent, reliable coordination makes the entire team more effective.

Pre-Construction Support

• Support the development of client presentations and other pre-construction materials
• Assist the pre-construction team in gathering information to support estimating efforts
• Compile and format preliminary inspection reports and supporting documentation
• Assist with RFQ/bid tracking and deadline management
• Coordinate material sample requests with vendors and internal team members

Permit Coordination

• Research municipal permit requirements for each project location to ensure full compliance with local codes and regulations
• Prepare and submit permit applications, including all required documentation and supporting materials
  
• Process permit fee payments and maintain accurate records of all transactions
• Assemble permit packets for locations requiring permits to be posted
• Upload completed permit packets to project files and notify sales representatives when packets are ready for posting
• Track permit status and follow up with municipalities as needed to prevent project delays
• Coordinate permit closeout upon project completion, ensuring all final inspections are scheduled and permits are properly closed with the issuing municipality

Team Coordination & Communication

• Participate in team project meetings, documenting discussions and action items and follow up to support completion
• Coordinate team meetings and other department events

Documentation Support

• Develop and maintain familiarity with company forms and documents used throughout the project pipeline
• Support the team by helping ensure the required documents and communications are uploaded to project files
• Follow up with team members when documentation is missing or incomplete
• Maintain and organize project files within CRM and other tech stack tools
• Archive completed project documentation according to company standards
• Support consistent data entry standards across all projects
• Receive requests for new or revised documents from internal team members, gather requirements, and understand the intended use and audience
• Create first drafts of requested documents using appropriate tools (Google Docs, Microsoft Office, Canva)
• Collaborate with requesters to refine documents through revision cycles until final approval
  
• Ensure all finalized documents are properly formatted, branded, and stored in designated locations

Administrative s Team Support

• Provide administrative support to the Director of Commercial Operations and the broader department
• Prepare reports, presentations, and correspondence as requested
• Coordinate team members' travel schedules and logistics as requested
• Support the onboarding of new team members
• Assist with CRM system training and best practices as team members need support
• Coordinate meeting schedules and help prepare materials for client presentations

Qualifications

• 2–5 years of experience in project coordination or related role
• Experience in construction, roofing, or the commercial contracting industry preferred
• Proficiency with CRM systems and project management software
• Advanced Microsoft Office Suite skills (Excel, Word, Outlook, Teams)
• Technical Skills s Competencies
• Proficiency in AccuLynx CRM system (or similar construction CRM platforms)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Experience with Canva or similar document design tools
• Strong research skills with the ability to navigate municipal websites, online permit portals, and building code databases to determine compliance requirements across multiple jurisdictions
• Comfortable with virtual meeting platforms and digital collaboration tools
• Quick learner with new technologies and systems
• Strong verbal communication skills, particularly for phone-based interactions with
  
• municipal staff and vendors
• Detail-oriented approach to file management and documentation
• Persistence and follow-through when navigating bureaucratic processes
• Knowledge of commercial roofing systems and construction processes
• Familiarity with permit processes and building codes
• Background in contract administration or document management
• Bilingual (English/Spanish) a plus
• Working Conditions
• In-office position
• Standard business hours Monday–Friday, with flexibility for project demands
• Significant time spent on phone communications with municipalities, vendors, and internal team members
• Standard office environment with computer-based work
• Comfortable participating in virtual meetings as part of daily operations
• Occasional travel as directed by immediate supervisor; travel, lodging, and meals provided