Project Coordinator

Job Description

Job Description

Job Summary:

The Project Coordinator provides high-level administrative and operational support to the assigned business unit, serving as the primary point of contact for internal and external stakeholders on all administrative and informational matters. Additionally, this role delivers targeted marketing and project assistance to Sales and Project Managers, while offering cross-functional backup and collaborative support to other regional offices.

Essential Duties and Responsibilities:

• Plan and execute department meetings, sales conferences, and vendor presentations as directed, including managing logistics for room bookings, catering, and virtual platforms.
• Document and distribute comprehensive meeting minutes and actionable recap emails to all attendees.
• Coordinate the end-to-end onboarding process for new hires in collaboration with Human Resources, ensuring first-day schedules, itineraries, and team introductions are established in advance.
• Facilitate new hire technical setup by coordinating IT provisioning requests, email setup, building access key fobs, and corporate business cards.
• Monitor Lead Generation platforms for upcoming bid opportunities and manage the distribution of pre-bid notifications.
• Support the team by preparing prequalification packages, compiling RFP responses, and assembling bid presentation materials.
• Generate and distribute financial and accounting reports for Sales and Project Managers.
• Manage corporate event ticket allocations for the Construction Group.

Position Requirements (Work Experience, Skills, Licenses, etc.):

• Strong interpersonal skills with a proven ability to build rapport across diverse departments and personalities.
• Exceptional verbal and written communication skills tailored for professional environments.
• Robust organizational skills with a track record of managing multiple competing priorities and consistently meeting tight deadlines.
• Demonstrated excellence in customer service, with a strong ability to navigate complex client issues and engineer win-win solutions.
• High attention to detail with an unwavering commitment to accuracy and timely project delivery.
• Deep understanding of strategies required to maximize the productivity and efficiency of construction and technical teams.
• Strict adherence to data privacy protocols, with a proven ability to handle sensitive and confidential information with total discretion.
• Ability to work extended hours or overtime as required by business demands.

Education and Experience:

Required:

• High School diploma or equivalent
• 2+ years’ experience and intermediate proficiency-level usage of MS Office applications, including Word, Excel, and PowerPoint, MS Project
• 1+ years’ experience/intermediate -level usage of desktop publishing software applications

Desired:

• Associate degree or higher
• Experience with Adobe In-Design, Acrobat, Bluebeam Photoshop, and Illustrator
• General knowledge of the construction or service business