Project Coordinator

Position Summary

The Project Coordinator works hand in hand with a supervisor overseeing the estimating and project workflow, providing support to keep projects on track and moving on schedule. This role serves as a central point of coordination and communication during the pre-construction phase, helping ensure bid packages, take-offs, timelines, and supporting documentation are organized, complete, and clearly communicated across departments.

Operating in a support capacity under the direction of the supervising manager, the Project Coordinator helps manage bid schedules, coordinate take-offs, and improve communication between estimating, operations, and vendors, while escalating pricing strategy, margin positioning, and financial risk determinations to an Estimator I or higher.

Primary Duties & Responsibilities

• Coordinate bid activities across estimating, operations, and vendors to ensure timely, complete submissions.

• Maintain and manage bid calendars and timelines, tracking key milestones, due dates, and deliverables to keep bids on schedule.

• Prepare and present project take-offs during daily and weekly team huddles.

• Compile and organize labor, material, and travel data to support estimate preparation.

• Request and track vendor and subcontractor pricing to keep bid packages moving on schedule.

• Assist with cost entry and documentation in ERP (NetSuite).

• Organize estimate worksheets, take-offs, and supporting documentation for review.

• Track bid status, deadlines, and outstanding items, proactively following up to prevent delays.

• Communicate timeline changes, scope updates, and coordination needs to relevant stakeholders.

• Track historical job cost and bid data for reference in future estimates.

• Support continuous improvement initiatives through data gathering and documentation updates.

Authority & Discretion

• Works hand in hand with a supervising manager who oversees the role and provides direction.

• Supports the coordination of bid timelines, schedules, take-offs, and documentation to help keep projects on track.

• Helps improve communication between estimating, operations, and vendors, and prepares and presents project take-offs for daily and weekly team huddles.

• Follows established estimating procedures, pricing guidelines, and margin frameworks.

• Does not independently determine pricing strategy, margin targets, or financial exposure.

• Escalates scope discrepancies, documentation gaps, or timeline risks to the supervising manager.

Physical Requirements

• Ability to sit, stand, and work at a computer for prolonged periods.

• Ability to perform detailed analytical and documentation tasks.

Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. MTA reserves the right to modify, add, or remove duties as business needs evolve. Employees may be assigned additional responsibilities or special projects consistent with the scope and level of the position.

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