Project Coordinator

POSITION SUMMARY  

The Project Coordinator serves as a critical link between estimating, project management, engineering, and field teams within an electrical construction environment. This role supports the successful execution of projects by coordinating startup activities, managing documentation and compliance, tracking project data, and facilitating communication across departments and key stakeholders. The Project Coordinator helps ensure projects are completed on time, within budget, and in alignment with company standards by maintaining organized systems, leading coordination meetings, and supporting both project initiation and closeout processes. 

HIGH PAYOFF ACTIVITES  

Project Startup & Initiation  

• Coordinate project turnover meetings with preconstruction and estimating teams 
• Assist Project Managers with project startup using standardized checklists 
• Set up projects in internal systems and assign project numbers 
• Create and organize project folders and documentation systems 
• Prepare and distribute project welcome materials 
• Secure and track required documents such as subcontracts, insurance certificates, bonds, preliminary notices and tax-exempt forms 
• Set up project platforms and tools (e.g., document management systems) 

Project Tracking & Documentation  

• Maintain organized electronic project files and logs 
• Track and record key project data, including pay applications and change orders 
• Enter subcontract and billing information into accounting systems 
• Monitor subcontractor compliance documentation (licenses, insurance, certifications) 
• Track vendor waivers and submit to the client
• Ensure all project records are accurate and updated in a timely manner 

Team Coordination & Communication  

• Support or lead project meetings, including planning and progress meetings

• Ensure effective communication between project stakeholders 

Project Closeout  

• Manage and track the project closeout process 
• Prepare closeout documentation including O&M manuals, as-builts, and warranties 
• Coordinate post-construction meetings 
• Ensure closeout requirements are completed, including file/release of preliminary notices, in accordance with project specifications 

Additional Responsibilities  

• Perform other duties as assigned to support project and team success 
• Assist in training and supporting team members 
• Contribute to process improvements and operational efficiency initiatives 

Required Skills & Abilities  

• Strong verbal and written communication skills
• Excellent organizational and multitasking abilities 
• Detail-oriented with strong problem-solving skills 
• Self-motivated with the ability to prioritize and work independently 
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) 
• Experience supporting complex project execution 
• Ability to read and interpret construction and bid documents 
• Process-oriented mindset with a focus on efficiency and quality 

Education & Experi e nce

• Minimum of 2 years of administrative experience, in construction, engineering, or a related field is preferred 
• Experience with project documentation and coordination is preferred
• Bachelor's degree in Business, Project Management, or a related field is preferred 

Physical Requirements  

• Prolonged periods working at a desk and computer 
• Ability to work in both office and jobsite environments 
• Capable of walking, climbing, bending, and navigating active construction sites 
• Ability to lift up to 25 pounds 
• Occasional travel may be required 

Performance Expectations  

Success in this role is measured by: 

• Timely coordination and documentation of project startup activities 
• Accuracy and organization of project records and tracking systems 
• Effective communication and meeting coordination 
• On-time completion of project closeout documentation 
• Overall support of project timelines, compliance, and team efficiency