Construction Project Coordinator

Job Description

Job Description

Project Coordinator – Quality Control & Operations

Position Overview

The Project Coordinator is responsible for supporting quality control, documentation, operational tracking, and cross-functional coordination for multi-family development and construction projects. This role serves as a central point of coordination between field operations, administrative staff, vendors, subcontractors, and executive leadership to help ensure work is properly documented, accurately tracked, and completed in alignment with company procedures.

This position maintains accurate project records, monitors labor and material activity, supports permit and compliance tracking, and prepares timely updates for management. The role also provides coordination support to the COO and CEO by helping manage priorities, action items, meeting preparation, and project-related reporting.

Key Responsibilities

Project Tracking, Documentation, and Quality Control

·          Labor and Time Tracking: Monitor labor hours, time entries, and job activity against project estimates, schedules, and approved                        scopes of work; identify variances and escalate concerns as needed.

·          Material Coordination: Track material orders, deliveries, usage, and inventory status to support timely availability and reduce project                delays.

·          Permit and Compliance Tracking: Maintain an organized master log of active and pending permits, licenses, inspections, and related                compliance requirements for assigned developments.

·          Document Control: Ensure project files, work orders, field notes, site updates, schedules, permits, and supporting documentation are                complete, current, and properly filed in the appropriate systems.

·          Quality Control Support: Review project records and status updates for accuracy, completeness, and alignment with internal standards            before reporting or routing information to leadership.

Operations and Cross-Functional Coordination

·          Administrative Collaboration: Partner with administrative team members to support billing, purchasing, data entry, recordkeeping, and            internal communication workflows.

·          Field-to-Office Liaison: Coordinate communication between field crews, subcontractors, vendors, office staff, and management to                    ensure accurate and timely information flow.

·          Schedule and Status Updates: Help track project milestones, pending tasks, job status changes, and operational priorities to support                accountability and timely follow-through.

·          Reporting: Prepare routine progress updates, labor summaries, material tracking reports, permit status updates, and other                                  documentation for management review.

Executive Coordination Support

·          Executive Support: Assist the COO and CEO with scheduling coordination, meeting preparation, priority tracking, document                                organization, and high-priority administrative tasks.

·          Action Item Management: Track executive decisions, assigned action items, and strategic project goals to ensure proper follow-up and            communication with the appropriate team members.

·          Meeting and Reporting Preparation: Compile relevant project updates, logs, notes, and supporting materials for leadership meetings                and operational reviews.

Standard Operating Procedures and Documentation Expectations

The Project Coordinator is expected to follow standardized office procedures, maintain accurate documentation, and support consistent processing across all assigned projects. Core expectations include:

·          Communication and Escalation Protocol:

• Communicate urgent field updates, job status changes, and critical site alerts directly and promptly to the designated manager or responsible party.
• Check and respond to internal communications, emails, and operational software queues within established daily response windows.

·          Job Status Discipline:

• Keep projects, tasks, and work orders open in the system until the approved scope of work is fully completed or formally closed by the appropriate authority.
• Document pending or delayed tasks with clear notes that explain the reason for delay, current status, next step, and responsible party.

·          Platform and Data Integrity:

• Maintain accurate and consistent information across project management software, accounting systems, document repositories, shared logs, and related operational platforms.
• Ensure notes, visit sequences, material logs, time entries, permit updates, and job status changes are entered accurately before the end of each workday.

·          Permit and Document Archiving:

• Scan, digitally file, and route physical paperwork, permits, signed agreements, inspection records, and supporting documents to the correct project folder and appropriate party on the same day received whenever possible.

·          Daily Handover and Operational Sync:

• Participate in scheduled administrative and operational meetings prepared to report on active permit statuses, pending material shipments, labor tracking flags, open issues, and required follow-up items.

Qualifications and Skills

·        Relevant Experience: Prior experience in project coordination, operations, quality control, construction administration, real estate                      development, multi-family property management, or a related field is preferred.

·        Technical Proficiency: Proficiency with Microsoft Office applications, especially Excel and Word, along with the ability to learn and                    maintain accurate data in project management, accounting, and document management platforms.

·        Certifications: Project management or project coordination certifications are optional but beneficial for success in this role.

·        Documentation and Organization: Strong attention to detail and the ability to manage permits, material logs, labor tracking, project                   files, schedules, executive calendars, and follow-up items simultaneously.

·        Communication Skills: Professional written and verbal communication skills, including the ability to provide clear updates, escalate                 issues appropriately, and coordinate effectively with field and office teams.
·        Personal Mobile Device Usage: This role requires regular communication, coordination, and urgent field updates with team members,             vendors, and executives. The Project Coordinator may be required to utilize a personal mobile device (smartphone) for work-related                 calls, messaging, or approved corporate applications 

·        Problem Solving: Ability to identify missing information, anticipate delays, follow up on open items, and support timely resolution of                 operational issues.

·        Professional Standards: Dependable, discreet, organized, and able to handle confidential information, executive-level priorities, and                   time-sensitive requests with professionalism.

About Us:

Maestro Integrations LLC is an Austin-based company dedicated to delivering seamless, high-quality integration solutions that help businesses operate smarter and more efficiently. Our clients trust us for our expertise, reliability, and commitment to results. Our team members love working here because of our collaborative culture, growth opportunities, and the chance to work on meaningful, impactful projects every day.