Project Coordinator

Job Description

Job Description

Job Title: Project Coordinator

Job Description

The Project Coordinator supports successful project delivery by tracking project progress, maintaining accurate documentation, and facilitating communication between internal teams and customers. This role focuses on organizing project information, preparing invoices and billing documentation, and ensuring that construction crews have complete and accurate project packages to perform their work efficiently.

Responsibilities

• Track project progress from job start-up through completion and provide timely updates to all stakeholders involved in the project and invoicing process.
• Update project schedules regularly to reflect current status, milestones, and any changes in scope or timelines.
• Assemble and audit project completion packages to ensure all required documents are accurate, complete, and compliant with internal standards.
• Prepare invoices and compile billing documentation for submission to the billing team, ensuring accuracy and completeness of all supporting materials.
• Communicate proactively with customers, project managers, project planners, and superintendents to coordinate project activities and resolve issues.
• Enter hours from project planners and construction crews into Smartsheet accurately and on time.
• Create field project binders for construction crews, including all required project-related forms and documentation needed for field execution.
• Perform data entry in multiple systems, including Smartsheet, Sage, Microsoft applications, and the company server, while maintaining high accuracy.
• File and organize project documents, both electronically and in hard copy, to ensure easy retrieval and proper record retention.
• Document project information and maintain retention of records on the server and in physical files in accordance with company procedures.
• Support project coordination activities by assisting with scheduling, documentation, and follow-up tasks as needed to achieve team objectives.

Essential Skills

• Strong project coordination skills with the ability to track multiple projects and maintain up-to-date schedules.
• Excellent organizational skills with the ability to multitask and prioritize a wide range of responsibilities while maintaining accuracy and attention to detail.
• Ability to work proactively and independently while contributing effectively to team objectives.
• Strong oral and written communication skills to interact professionally with customers, project managers, planners, superintendents, and other staff members.
• High level of professionalism, demonstrating tact, courtesy, and discretion when working with clients and colleagues.
• Proficiency in data entry with a strong focus on accuracy and completeness.
• Experience or familiarity with construction or project management environments.
• Ability to work comfortably with multiple software programs and digital tools.

Additional Skills & Qualifications

• Experience with Smartsheet for tracking project hours and progress.
• Experience with Sage or similar accounting or enterprise systems.
• Proficiency with Microsoft applications (such as Excel, Word, and Outlook) for documentation and communication.
• Experience with data entry and document management in server-based environments.
• Experience in construction, project management, or a related field is an asset.
• Experience assembling project binders or documentation packages for field or construction teams.
• Familiarity with filing systems and document retention practices, including both electronic and hard copy records.

Why Work Here?

This opportunity offers a stable and structured environment where you can develop and refine your project coordination and documentation skills. You will work closely with experienced professionals in construction and project management, gaining exposure to a variety of projects and systems. The role provides clear responsibilities, consistent hours, and the chance to contribute directly to the successful completion of field operations. You will join a team that values professionalism, accuracy, and collaboration, and encourages proactive, independent work within a supportive setting.

Work Environment

This role follows an early-day schedule, with a typical start time between 7:00 and 7:30 a.m. and a 30-minute lunch break. The position is office-based, supporting field and construction teams through documentation, coordination, and communication. You will work extensively with computer systems, including Smartsheet, Sage, Microsoft applications, and the company server, in a structured and organized environment. The work involves regular interaction with project managers, planners, superintendents, and other staff, as well as handling both electronic and physical files. The environment emphasizes professionalism, accuracy, and consistent processes to support ongoing construction and project activities.

This is a Contract position based out of Downey, CA.

The pay range for this position is $25.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Downey,CA.

This position is anticipated to close on Oct 10, 2026.

Aerotek® Inc. provides staffing and services solutions in manufacturing, logistics, construction, aviation, facilities and maintenance. We provide the expertise, solutions and people required to rise to the challenges of North American industry. Headquartered in Hanover, Md., Aerotek operates a unified network of over 200 offices across North America, supporting more than 18,000 clients each year. Aerotek is an Allegis Group company, the global leader in workforce and business solutions. To learn more, visit: Aerotek.com | 1-888-AEROTEK.

Aerotek offers weekly pay, employee benefits including medical, dental & vision, life insurance, health advocacy and employee assistance programs, a 401(k) plan, and employee discounts.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.