Project Coordinator

Job Description

Job Description

Role Summary

This role requires strong organization, excellent client communication, attention to detail, and the ability to solve problems while maintaining a premium client experience.

Working closely with the Production Manager, the Project Coordinator acts as the operational bridge between sales, clients, suppliers, and subcontractors to ensure a smooth transition from signed contract to project start.

The Project Coordinator plays a critical role in preparing sold residential painting projects for successful execution. This position ensures that every project is properly set up, documented, approved, and ready for production before crews are scheduled.

Serve as a key communication point for clients during the project preparation phase.

Primary Responsibilities

Project Setup & Preparation

Prepare newly sold projects for production by ensuring all required information and approvals are complete.

Responsibilities include:

• Reviewing contracts and verifying scope of work accuracy
• Auditing material lists and paint specifications
• Confirming project details in company systems
• Ensuring projects are fully prepared prior to scheduling

Client Communication

Serve as a key communication point for clients during the project preparation phase.

Responsibilities include:

• Retrieving and confirming paint color selections
• Securing color form approvals
• Confirming project details with homeowners
• Answering client questions and setting clear expectations
• Creating positive, professional customer interactions

Materials & Vendor Coordination

• Creating and placing paint orders
• Coordinating delivery schedules with suppliers
• Ensuring correct materials are ordered for each projec
• Resolving any order discrepancies

Financial & Administrative Support

• Processing client payments
• Managing financing draw requests
• Preparing and sending invoices
• Compiling subcontractor agreements
• Preparing subcontractor payroll summaries

Project Documentation

• Compiling and documenting change orders
• Maintaining accurate job files
• Tracking job costing data
• Preparing production reports

Production Support

• Assist Production Manager with operational coordination
• Provide administrative support to field crews when necessary
• Help resolve project challenges and client concerns

Skills & Qualifications

Required Skills

• Highly organized with strong attention to detail
• Strong verbal communication skills with clients
• Comfortable managing multiple projects simultaneously
• Ability to solve problems and create win-win outcomes
• Strong computer skills and ability to learn new systems quickly

Preferred Experience

• Residential construction or home services industry
• Project coordination or operations support
• Customer service experience
• Familiarity with job costing or project management systems

Key Traits for Success

The ideal candidate demonstrates:

• Ownership mentality
• Professional communication
• Process-driven thinking
• Strong follow-through
• Ability to stay calm and solutions-focused under pressure

Performance Expectations

Success in this role means:

• Projects are accurately prepared before production
• Clients feel well informed and confident
• Paint orders and materials are correct the first time
• Documentation and job costing data are accurate and organized

Culture Fit – Alliance Painting

We operate under our core values:

• Teamwork – We win together
• Pursuit of Excellence – Good enough is never enough
• Growth Oriented – We constantly improve
• Ownership – We take responsibility and solve problems