Project Coordinator

Job Description

Job Description

At Wagner Roofing Company, our vision is clear:

“We are the highly trusted, quality-driven, and ever-growing leader in roofing, restoration, and innovative building services.”

We are looking for an organized, proactive, and detail-oriented Project Coordinator to help bring that vision to life by keeping our projects organized and moving successfully from award through completion.

In this role, you will serve as a central point of coordination for our Project Management team, working closely with Operations, Project Managers, field leadership, subcontractors, suppliers, and clients. You will take ownership of project documentation, submittals, scheduling, meetings, safety credentials, compliance requirements, and project closeout.

The ideal candidate is a confident communicator and dependable problem-solver who can manage multiple priorities, anticipate project needs, and follow through on commitments. If you thrive in a fast-paced construction environment and take pride in helping teams deliver high-quality projects and exceptional customer service, we would love to hear from you.

Role and Responsibilities

• Project Startup and Planning
  • Coordinate the administrative setup of newly awarded projects from contract award through mobilization.
  • Review contracts, specifications, schedules, and related documents to identify key requirements, deliverables, and deadlines.
  • Establish and maintain project files in Acumatica, Dataforma, Dropbox, and other designated company systems.
  • Develop and maintain project checklists, schedules, milestones, and action-item trackers.
  • Coordinate project-specific permits, inspections, warranties, security badging, and other pre-construction requirements.
  • Coordinate with Project Managers and field leadership to identify material, equipment, subcontractor, and labor needs.
  • Prepare project-specific shop drawings as assigned.
• Submittal and Document Management:
  • Prepare and manage complete project-specific submittal packages.
  • Review project documents to identify required product data, technical information, material samples, shop drawings, safety documents, and security information.
  • Maintain an accurate submittal log and track submissions, reviews, approvals, revisions, and resubmissions.
  • Proactively follow up with Project Managers and other stakeholders regarding outstanding items.
  • Maintain organized and current project records, including contracts, permits, drawings, specifications, schedules, correspondence, change orders, inspection reports, and meeting minutes.
  • Collect and maintain Certificates of Insurance, W-9 forms, and other required subcontractor documentation.
  • Prepare, distribute, and maintain Master Subcontract Agreements and Purchase Orders.
  • Identify missing or inconsistent documentation and coordinate its resolution.
• Contract and Change-Order Coordination:
  • Track contractual deliverables, administrative requirements, documentation deadlines, and required approvals.
  • Assist Project Managers with preparing proposals, change-order documentation, and supporting materials.
  • Maintain accurate change-order logs and track change orders through submission and approval.
  • Communicate approved changes to the appropriate internal and external stakeholders.
  • Coordinate with the Project Accountant when project documentation or status information is needed to support project financial processes.
  • Escalate contractual, financial, or technical questions to the appropriate Project Manager, Project Accountant, or Vice President of Operations.
• Scheduling, Meetings, and Communication:
  • Schedule and attend project meetings, prepare agendas, record and distribute meeting minutes, and track action items through completion.
  • Serve as a primary point of contact for routine project coordination and documentation matters.
  • Escalate significant risks, delays, or unresolved issues to the Project Manager and Vice President of Operations.
• Safety Credentials and Compliance
  • Proactively manage employee and subcontractor safety credentials required for projects and jobsites using the company’s designated credential management platform.
  • Review project requirements to identify required safety certifications, training credentials, licenses, security clearances, and site-specific documentation before mobilization.
  • Monitor expiration dates and coordinate with Safety, Operations, People & Culture, field leadership, employees, and subcontractors to address upcoming renewals or missing requirements.
  • Assign any missing certificates to employees via safety training websites.
  • Submit required credentials to clients, general contractors, government agencies, or third-party systems.
  • Coordinate required safety plans, permits, certifications, inspection records, and other compliance documents.
  • Escalate unresolved credentialing, safety, quality, or compliance concerns to the appropriate company leader.
  • Maintain the confidentiality of employee and subcontractor credential information.
• Resource and Project Coordination
  • Coordinate with Project Managers, field leadership, subcontractors, and internal departments to support project resource needs.
  • Coordinate manufacturer, third-party, and quality-control inspections.
  • Track identified project concerns and corrective actions through resolution.
  • Respond promptly to routine project questions and direct contractual, technical, safety, or financial concerns to the appropriate team member.
• Project Closeout:
  • Lead the administrative closeout process for assigned projects.
  • Maintain project closeout checklists and track all requirements through completion.
  • Gather, organize, and submit warranties, as-built drawings, operations and maintenance manuals, inspection records, approved submittals, and other required deliverables.
  • Coordinate final inspections and follow up with internal and external stakeholders regarding outstanding closeout items.
  • Confirm that project records are complete, organized, and properly archived.
  • Communicate closeout status and unresolved requirements to the Project Manager and Vice President of Operations.
• Process Improvement and Team Support:
  • Use the Wagner Roofing Company Project Manager Handbook as a daily guide and resource.
  • Develop and maintain standardized project checklists, logs, templates, and tracking tools.
  • Identify opportunities to improve project coordination, documentation, scheduling, credential management, communication, and closeout processes.
  • Promote consistent use of company project-management systems and procedures.
  • Provide project-status information and operational support to the Vice President of Operations and Project Managers as needed.
  • Perform other duties necessary to support Wagner Roofing Company’s Vision, fulfill its Mission, and uphold its organizational Values.

Qualifications and Education Requirements

• Three to five years of experience in project coordination, construction administration, project management support, or a related role.
• Construction industry experience required; roofing or specialty-trade construction experience strongly preferred.
• Experience managing project documentation, schedules, submittals, contracts, change orders, and closeout requirements.
• Ability to read and interpret contracts, construction drawings, specifications, and project schedules.
• Associate or bachelor’s degree in construction management, business administration, engineering, architecture, or a related field preferred.
• Relevant construction experience may be considered in place of a college degree. Valid driver’s license and ability to travel to jobsites, client locations, and company facilities as needed.

Preferred Skills

• Strong organizational, time-management, communication, and follow-up skills with exceptional attention to detail.
• Ability to independently manage multiple projects, competing priorities, deadlines, and stakeholders.
• Proficiency in Microsoft Office and experience with Acumatica, Dataforma, Dropbox, Bluebeam, or similar construction-management systems.
• Working knowledge of construction terminology, project workflows, submittals, change orders, inspections, warranties, and closeout requirements. Proactive, collaborative, and service-oriented approach with sound judgment and the ability to maintain confidentiality.