Project Coordinator

We are seeking a highly organized, detail-oriented Project Coordinator to support our Project Managers and project teams within the PMO. The ideal candidate is proactive, resourceful, and able to manage multiple priorities while maintaining accuracy and strong communication. This role plays a key part in ensuring smooth project execution, consistent documentation, and effective coordination across internal and external stakeholders.

Key Responsibilities

• Review and maintain a working understanding of project contracts and terms as they relate to project administration and accounting requirements.
• Assist the Project Manager with maintaining and updating project documentation, reports, schedules, and trackers.
• Work within Salesforce to create, update, and manage project-related accounts and records.
• Track project deliverables, follow up on action items, and ensure timely completion.
• Coordinate vendor interactions, including communication, purchase needs, and follow-up.
• Initiate and submit invoicing requests as required.
• Assist in the preparation, coordination, and submission of AIA billing, including gathering backup, reviewing contract terms, and ensuring timely and accurate monthly submissions.
• Assist with coordinating material deliveries and additional equipment (e.g., lifts, job boxes, ladders).
• Complete and submit required documentation for permit requests.
• Update project logs such as RFIs, change orders, and procurement logs.
• Assist with collecting, organizing, and distributing project documents including drawings, submittals, and specifications.
• Assist in the creation and assembly of Work Packages.
• Support tracking of project budgets, invoices, purchase orders, and expenses.
• Assist and support in driving the closeout process for all assigned projects.
• Provide general administrative support to the Project Manager and project team.

Qualifications

• 1–3 years of experience in project coordination, project administration, or a similar role.
• Experience with Salesforce or similar CRM/project tracking tools preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Teams, Word, PowerPoint).
• Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Strong problem-solving skills and a proactive approach to tasks and challenges.