Construction Project Coordinator

Job Description

Job Description

Project Coordinator

StruXure, a portfolio company of D5 Capital Holdings, is a leading provider of premium outdoor living solutions, specializing in fully customizable motorized pergolas and smart outdoor environments. We help customers transform their outdoor spaces into functional, year-round extensions of their home or business. We operate at the intersection of design, precision fabrication, and skilled installation, and as we continue to grow, we're looking for motivated, energetic individuals to join our team.

About the Role

This full-time role sits within our Central Services Team, supporting multiple markets across the portfolio. The Project Coordinator owns the administrative lifecycle of every project from contract execution through final close-out, keeping projects moving by eliminating documentation delays, securing permits and HOA approvals on time, and protecting the progress payment milestones that drive cash flow across the business. The Project Coordinator is the single point of accountability for permitting, HOA approvals, procurement tracking, documentation control, and payment milestones, eliminating friction for Project Managers and field teams so every project is administratively ready before it touches the field.

What You'll Do

• Own project setup from contract execution, creating and maintaining complete digital project files with version tracking
• Verify executed contracts, scope of work, and customer agreements are properly documented before project release
• Establish and maintain master project logs covering permits, HOA status, procurement, and close-out
• Prepare and submit permit applications to applicable municipalities and Authorities Having Jurisdiction (AHJs), tracking corrections and approval timelines
• Prepare and submit HOA applications and architectural review packages, tracking revisions and approvals
• Maintain jurisdiction- and HOA-specific requirement checklists to reduce rejection rates
• Coordinate inspection scheduling and maintain accurate inspection result documentation
• Confirm purchase order release upon permit and HOA approval, tracking manufacturing milestones against lead time windows
• Maintain procurement tracking logs for all active projects and flag supply risks before they impact schedule
• Coordinate delivery logistics and site staging readiness with field supervision and warehouse personnel
• Trigger progress payment milestones upon confirmed material delivery in coordination with the Project Manager
• Monitor aging orders and escalate risks to the Director of Operations to protect margin
• Initiate and maintain close-out documentation throughout project execution, including warranties, inspection approvals, and completion sign-offs
• Provide regular updates to the Director of Operations on permit status, procurement risks, and administrative readiness
• Enforce administrative gate checks before material release, mobilization, and close-out
• Identify workflow gaps and recommend improvements to permitting, procurement, and documentation processes

What You Bring

Required

• Strong organizational discipline, able to manage multiple active projects simultaneously without dropping items
• Detail-oriented with a system-driven approach to tracking permit timelines, HOA deadlines, and procurement milestones
• Clear written and verbal communication skills for coordinating with municipalities, HOAs, vendors, and internal teams
• Proficiency with project management software, CRM platforms, and shared digital filing systems
• Ability to work independently, manage competing priorities, and escalate risks proactively
• Reliable, consistent follow-through on commitments without exception
• Comfortable in a fast-paced, growth-oriented environment where processes are still being built
• Valid driver's license
• Ability to successfully pass a background check and drug screen

Preferred

• Prior experience in construction, home improvement, or a permit-heavy residential service business
• Experience coordinating permitting or HOA submissions across multiple jurisdictions
• Familiarity with procurement tracking and vendor coordination workflows
• Experience in a KPI-managed, performance-driven organization

Why This Role Stands Out

• You're the single point of accountability that keeps projects moving and protects cash flow across the business
• Direct exposure to how a project runs end-to-end, from contract execution through final close-out
• Fast-moving onboarding that puts you in active ownership of live projects within your first two weeks
• A growth-oriented environment where you'll help build and refine the systems you work in
• Be part of a growing, premium brand with room to develop into larger operations or coordination roles

Compensation & Benefits

• $65,000 - $72,000 annual salary
• Healthcare reimbursement
• Paid time off
• Background check and drug screen required