Project Coordinator (Melville)

GILBERT , located in Melville, NY, is a leading provider of custom millwork and fabrication services, specializing in high-end solutions for trade show exhibits, luxury retail environments, and architectural millwork. Since its founding in 1986, the company has earned a strong reputation for exceptional craftsmanship, quality, and personalized customer service. Gilbert offers a full range of services, including design, project management, fabrication, and event services, ensuring that each project is executed with precision and attention to detail. We work with some of the most recognized brands across industries such as consumer electronics, fashion, jewelry, eyewear, and more. Our team thrives on collaboration, creativity, and a shared commitment to delivering outstanding results, helping our clients achieve their goals through impactful and thoughtfully designed environments.

POSITION SUMMARY

Working alongside Project Managers, you'll assist with project coordination, material procurement, scheduling, change orders, and communication with vendors, subcontractors, engineering, and manufacturing teams. This role provides hands-on exposure to every phase of the project lifecycle—from estimating and engineering through fabrication, installation, and project closeout—and offers an excellent foundation for a career in project management.

RESPONSIBILITIES

• Project Coordination & Tracking: Support Senior Project Managers with the day-to-day coordination of multiple active projects. Collaborate with the project management team to create and maintain project schedules in Smarthsheet. Monitor project milestones, identify upcoming deadlines, and communicate schedule updates. Maintain accurate project documentation, meeting minutes, and action item logs.

• Materials Management & Procurement: Coordinate with Purchasing to ensure project materials are ordered and delivered according to schedule. Track material deliveries and proactively follow up on late or backordered items. Maintain detailed logs of backordered materials, expected delivery dates, and vendor updates. Help resolve material shortages or delivery issues to minimize project delays.

• Change Order Administration: Prepare, track, and process customer change order requests. Coordinate pricing requests with Estimating and Engineering. Maintain accurate change order logs and ensure approved changes are communicated to all project stakeholders.

• Budget & Cost Monitoring: Assist Senior Project Managers with monitoring project budgets and tracking project costs. Review purchase orders, material expenditures, and project commitments for accuracy. Help identify potential cost impacts related to schedule changes or material delays.

• Administrative Support: Schedule project meetings and distribute agendas, meeting notes, and action items. Keep project files organized and ensure documentation is current and accessible. Support Senior Project Managers with day-to-day administrative and coordination activities.

• Punch List & Project Closeout: Assist with punch list tracking and completion following project installation. Coordinate outstanding items with internal teams, vendors, and subcontractors. Help ensure projects are completed to Gilbert's quality standards and customer expectations.

QUALIFICATIONS

• Bachelor's degree in Construction Management or a related field.
• 0–3 years of experience in construction, project coordination, or a related industry (internships and co-op experience are welcome).
• Strong organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines.
• Proficiency with Microsoft Office, particularly Excel; experience with Smartsheet or other project management software is a plus.
• Ability to read and interpret architectural and construction drawings.
• Excellent verbal and written communication skills with the ability to collaborate effectively across multiple departments.
• Detail-oriented, proactive, and eager to learn in a fast-paced, team-oriented environment.
• Strong problem-solving skills and a willingness to take initiative and continuously improve processes.