Project Coordinator

Job Description

Job Description

The Project Coordinator supports the planning, coordination, documentation, financial tracking, and execution of commercial waterproofing projects. This position is one step above a Project Administrator and requires stronger construction coordination experience, familiarity with project cost control, and the ability to support project managers with PDP tracking, WIP reporting, job cost updates, change order coordination, and project documentation.

The ideal candidate has experience in commercial construction or specialty contracting, understands the pace of field operations, and can help keep projects organized, financially accurate, and on schedule from startup through closeout.

Key Responsibilities

Project Coordination & Operations Support

• Coordinate day-to-day administrative and operational needs for commercial waterproofing projects.
• Support Project Managers with project startup, schedule tracking, manpower coordination, material planning, and closeout.
• Communicate with general contractors, owners, architects, consultants, vendors, subcontractors, foremen, and internal teams.
• Track project milestones, deadlines, commitments, approvals, and outstanding action items.
• Assist in identifying project issues early and escalating them to the Project Manager or Operations Manager.
• Help ensure field teams have current drawings, approved submittals, specifications, safety documents, and project information.

PDP & WIP Reporting

• Assist Project Managers and accounting teams with PDP reporting, WIP reporting, project cost updates, and job progress tracking.
• Maintain accurate project data related to contract values, approved change orders, pending change orders, billing status, cost-to-complete, percent complete, and projected margins.
• Help prepare and update monthly WIP schedules and project financial reports.
• Track labor, material, subcontractor, equipment, and miscellaneous job costs against project budgets.
• Support review of project profitability, committed costs, open purchase orders, pending invoices, and forecasted costs.
• Coordinate with accounting to ensure project financial information is accurate, complete, and submitted on time.

Contract & Document Management

• Review, organize, and maintain contracts, scopes of work, purchase orders, subcontractor agreements, insurance documents, lien waivers, certificates of insurance, and compliance paperwork.
• Prepare, submit, and track submittals, RFIs, product data, warranties, safety documentation, and closeout packages.
• Monitor document approvals and follow up with general contractors, consultants, suppliers, and internal stakeholders.
• Maintain organized project files, including drawings, specifications, revisions, meeting notes, correspondence, schedules, RFIs, submittals, change orders, and billing backup.
• Ensure documentation meets project requirements, company standards, and contractual deadlines.

Change Order & Cost Tracking

• Assist with preparing, pricing, submitting, tracking, and logging change order requests.
• Maintain change order logs, including pending, approved, rejected, and executed changes.
• Track extra work tickets, time-and-material tickets, field directives, and backup documentation.
• Coordinate with Project Managers, field leadership, vendors, and subcontractors to collect pricing and supporting documents.
• Help ensure approved change orders are properly entered into project budgets, billing schedules, and WIP reports.

Billing & Pay Application Support

• Assist with preparing monthly billing, pay applications, schedule of values updates, and invoice backup.
• Track billing deadlines, retainage, approved change orders, pending change orders, and payment status.
• Coordinate with accounting on invoice processing, cost coding, lien waivers, certified payroll, and project financial documentation.
• Review field tickets, purchase orders, vendor invoices, and subcontractor invoices for accuracy and completeness.
• Help ensure billing aligns with contract terms, percent complete, completed work, and project financial reporting.

Scheduling, Materials & Field Coordination

• Support schedule coordination with Project Managers, Superintendents, Foremen, general contractors, suppliers, and subcontractors.
• Assist with material procurement, delivery coordination, lead time tracking, and purchase order follow-up.
• Confirm delivery dates, material quantities, approved products, and project-specific requirements.
• Coordinate inspections, meetings, site access requirements, safety paperwork, and field documentation.
• Communicate project updates, schedule changes, and material issues to appropriate team members.

Compliance & Closeout

• Track and collect project compliance documentation, including insurance certificates, safety plans, SDS sheets, certified payroll, lien waivers, warranties, and closeout requirements.
• Prepare and submit closeout packages, including warranties, product data, maintenance information, as-builts, final lien waivers, and required releases.
• Follow up on punch list items, final documentation, and project closeout deadlines.
• Maintain accurate project records for future reference, warranty claims, audits, and internal review.

Qualifications

• 5+ years of experience in commercial construction project coordination, specialty contracting, waterproofing, roofing, restoration, façade, concrete restoration, or related construction field preferred.
• Experience supporting Project Managers with WIP reporting, PDP reporting, job cost tracking, percent-complete reporting, forecasting, and project financial documentation.
• Strong knowledge of construction administration, including submittals, RFIs, change orders, purchase orders, contracts, pay applications, lien waivers, and closeout documents.
• Ability to read and understand basic construction drawings, specifications, scopes of work, schedules, and contract documents.
• Experience coordinating with field crews, foremen, general contractors, suppliers, subcontractors, and accounting teams.
• Strong Excel skills required; ability to work with cost reports, logs, schedules, and financial tracking spreadsheets.
• Proficiency with Microsoft Office, Outlook, Word, and Excel.
• Excellent organization, communication, follow-up, and time management skills.
• Ability to manage multiple projects, deadlines, and priorities in a fast-paced construction environment.
• Strong attention to detail and commitment to accurate documentation.

Required Skills

• Commercial construction project coordination
• Waterproofing or specialty contractor experience
• PDP and WIP reporting support
• Job cost tracking and cost-to-complete updates
• Change order tracking and documentation
• Pay application and billing support
• Submittal, RFI, and closeout management
• Purchase order and vendor invoice coordination
• Schedule and material coordination
• Contract document organization
• Excel-based reporting and tracking
• Communication with field and office teams
• Strong follow-up and deadline management

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings.

For 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings.\r\n\r\nFor 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.