Project Coordinator

Job Description

Job Description

Description:

• The Project Coordinator supports Project Managers and the broader team in the planning, execution, and administration of engineering projects. This role ensures projects run efficiently by coordinating communication, tracking budgets and accounts receivable, managing documentation, and supporting client and agency interactions. The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment.

Coordination & Communication

• Coordinate weekly with the Controller to review workload, accounts receivable (AR), challenges, and process improvements, proactively communicating any issues.
• Collaborate weekly with other Project Coordinators to balance workload and share resources effectively.
• Meet regularly with Project Managers to review project priorities, deadlines, proposals, additional services, AR status, and client communication needs.
• Provide timely updates to clients regarding project status, submittals, and any delays or holds.
• Notify clients at least one week in advance if project work or submittals will be on hold.

Accounts Receivable (AR) Management

• Send bi-weekly AR updates to internal teams, including Project Teams, Accounting, and leadership.
• Perform bi-weekly AR outreach to clients via email and/or phone to follow up on outstanding invoices.
• Track client communications and responses related to AR and provide regular updates to internal stakeholders.

Project & Task Management

• Proactively support Project Managers to ensure projects are completed on time, within scope, and on budget.
• Monitor project budgets and notify Project Managers when projects reach or exceed 75% utilization to initiate additional services or change orders.
• Attend weekly project meetings to help maintain schedules and track deliverables.
• Assist in preparing proposals and additional service requests as directed.
• Maintain high-quality client service and satisfaction through consistent communication and follow-up.

Project Administration

• Maintain accurate and up-to-date project records and documentation.
• Organize and electronically file project documents, including submittals, contracts, and correspondence.
• Prepare project submittal packages for agencies, including compiling, printing, and coordinating required documentation.
• Coordinate deliveries and submissions to agencies as required.
• Manage incoming office mail, including scanning and distributing documents to appropriate team members or departments.

Technical

• Maintain a strong understanding of agency requirements and permitting processes for engineering submittals.
• Assist with online permitting submissions and ensure compliance with local, state, and regulatory agency standards.

Technical Skills & Software

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Microsoft Teams.
• Experience using Adobe Acrobat (PDF editing, compilation, and markups).
• Working knowledge of Deltek (or similar project/accounting software) for project tracking and financial coordination.
• Familiarity with DocuSign for electronic document execution.
• Experience with online permitting systems and agency submission platforms.
• Strong general PC and document management skills.