Project Coordinator

Position Type : Full-Time, Primarily Onsite | Monday–Thursday, 8:00 a.m.–4:30 p.m.; Friday, 8:00 a.m.–4:00 p.m. Reports To : Chief Financial Officer (CFO), with functional support to Project Managers and the Director of Estimating Salary Range : $55,000–$70,000 annually, with flexibility for exceptionally qualified candidates, plus a discretionary bonus opportunity of approximately 10% The Source and Recruit Company has been retained by Russell Construction Services to assist in the recruitment of a Project Coordinator for its Rutland, Vermont office. All candidate inquiries and conversations will be handled confidentially. About Russell Construction Services Founded in 1934, Russell Construction Services is one of Vermont's longest-established general contractors, with a history of building, renovating, and restoring properties throughout Vermont and the surrounding region. The family-owned company provides general contracting, construction management, design/build, renovation, restoration, and facilities maintenance services. From commercial buildings and educational facilities to healthcare properties and residential developments, Russell Construction Services has helped shape communities throughout Vermont for generations. Its longstanding philosophy of "Doing Things Right" reflects an emphasis on quality workmanship, dependable service, and lasting relationships. Position Overview Russell Construction Services is seeking an organized, detail-oriented Project Coordinator to provide essential administrative and operational support to its construction management team. This opportunity is particularly well suited for an experienced administrative professional who enjoys managing details, coordinating information, preparing documentation, and keeping multiple priorities organized. While the position carries the title of Project Coordinator, its primary focus is project administration and document coordination, rather than direct construction project management. Working closely with two Project Managers, the Director of Estimating, and the accounting team, the Project Coordinator will help keep construction projects organized from initial planning and contract preparation through final documentation and closeout. The position is being filled in anticipation of a longtime team member's retirement, creating an opportunity for a new professional to become an important part of an established organization. Candidates with administrative experience in construction, legal services, real estate, brokerage, accounting, or other documentation-intensive professional environments are encouraged to apply. The ideal candidate takes pride in accuracy, works independently, communicates professionally, and enjoys seeing tangible projects progress from planning to completion. Key Responsibilities Project Administration & Documentation Provide day-to-day administrative and coordination support to Project Managers, the Director of Estimating, and other internal stakeholders. Prepare, process, organize, and track contracts, subcontracts, purchase orders, change orders, and related project documentation. Maintain accurate project records, including drawings, specifications, requests for information (RFIs), submittals, correspondence, and other construction documents. Assist with the preparation, distribution, and tracking of contractual documentation, approvals, and required signatures. Maintain organized electronic and physical records to ensure project information is accessible, accurate, and up to date. Communication & Coordination Serve as an administrative point of contact for subcontractors, vendors, design professionals, and internal project teams. Request and track outstanding documentation, pricing, approvals, insurance certificates, and other required information. Coordinate project meetings, prepare agendas, document meeting minutes, and follow up on outstanding action items. Track deadlines, project deliverables, and open administrative items to support efficient project execution. Assist Project Managers with reports, correspondence, presentations, and other materials as needed. Support project setup, budget tracking, cost documentation, and invoice processing in coordination with the accounting department. Assist with the preparation and organization of contract-related financial documentation and project records. Track subcontractor and vendor compliance documentation, including insurance certificates, contracts, and other required materials. Review project records for missing information, inconsistencies, or outstanding administrative requirements and bring concerns to the appropriate team members. Project Closeout & General Support Coordinate project closeout documentation, including warranties, operation and maintenance manuals, as-built records, lien waivers, and other required materials. Assist with maintaining project management software and administrative tracking systems. Support compliance with company procedures and contractual documentation requirements. Perform additional administrative and project coordination duties as needed. Qualifications Required Qualifications At least two years of experience in project coordination, project administration, office administration, or a comparable administrative support role. Strong organizational skills and the ability to manage multiple assignments, priorities, and deadlines simultaneously. Excellent attention to detail, particularly when preparing, reviewing, and maintaining important documents. Professional written and verbal communication skills, with the ability to interact effectively with colleagues, clients, vendors, and external partners. Proficiency with common office software, electronic document management, and administrative tracking systems. Ability to work independently, exercise sound judgment, maintain confidentiality, and follow through on assigned responsibilities. Preferred Qualifications Previous experience in construction administration, project coordination, contract administration, or a related industry. Administrative experience in legal, brokerage, real estate, accounting, or other professional environments involving contracts and detailed documentation. Familiarity with contract preparation, document control, purchase orders, invoices, and administrative compliance requirements. Experience with construction project management software or similar business systems. An associate or bachelor's degree in business administration, construction management, accounting, or a related field. Relevant professional experience may be considered in place of formal education. Construction industry experience is beneficial but not required. Russell Construction Services values candidates who bring transferable administrative skills, strong attention to detail, and the ability to learn new processes. Russell Construction Services offers a compensation structure designed to recognize relevant experience and professional capability. Base Salary: $55,000–$70,000 annually, with additional flexibility for candidates whose experience and qualifications justify compensation above the stated range. Bonus Opportunity: Discretionary annual bonus potential of approximately 10% of base salary. Work Schedule: Consistent weekday office hours, Monday through Friday. Work Arrangement: Primarily office-based during onboarding and initial training, with the potential for increased scheduling flexibility and a hybrid arrangement as the successful candidate becomes established in the role. Travel: No routine business travel required. Long-Term Opportunity: An established position supporting an experienced construction management team, with the opportunity to become a trusted resource across multiple projects and business functions. Why Consider This Opportunity? For someone who enjoys working behind the scenes to keep projects moving, this position offers the opportunity to make a meaningful contribution to a well-established Vermont business. The Project Coordinator will work closely with experienced construction professionals, develop familiarity with a variety of projects, and contribute to the administrative processes that help translate plans and contracts into completed buildings. The position offers a predictable weekday schedule, the potential for greater workplace flexibility over time, and an opportunity to build long-term professional relationships within a company with deep roots in Vermont. Apply Today Candidates who enjoy organizing complex information, supporting busy professionals, and taking ownership of administrative details are encouraged to explore this opportunity. Prior construction experience is not essential. Professionals with strong administrative backgrounds in legal services, real estate, brokerage, accounting, and other detail-oriented industries may find their skills translate particularly well. Qualified candidates are encouraged to apply to learn more about the opportunity with Russell Construction Services. The Source and Recruit Company and its client are equal opportunity employers. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law. Qualified applicants from all backgrounds are encouraged to apply. #J-18808-Ljbffr Russell Construction Services