Project Coordinator

POSITION SUMMARY

The Project Coordinator serves as a critical link between estimating, project management, engineering, and field teams within an electrical construction environment. This role supports the successful execution of projects by coordinating startup activities, managing documentation and compliance, tracking project data, and facilitating communication across departments and key stakeholders. The Project Coordinator helps ensure projects are completed on time, within budget, and in alignment with company standards by maintaining organized systems, leading coordination meetings, and supporting both project initiation and closeout processes.

HIGH PAYOFF ACTIVITES

Project Startup & Initiation

Coordinate project turnover meetings with preconstruction and estimating teams

Assist Project Managers with project startup using standardized checklists

Set up projects in internal systems and assign project numbers

Create and organize project folders and documentation systems

Prepare and distribute project welcome materials

Secure and track required documents such as subcontracts, insurance certificates, bonds, preliminary notices and tax-exempt forms

Set up project platforms and tools (e.g., document management systems)

Project Tracking & Documentation

Maintain organized electronic project files and logs

Track and record key project data, including pay applications and change orders

Enter subcontract and billing information into accounting systems

Monitor subcontractor compliance documentation (licenses, insurance, certifications)

Track vendor waivers and submit to the client

Ensure all project records are accurate and updated in a timely manner

Team Coordination & Communication

Support or lead project meetings, including planning and progress meetings

Ensure effective communication between project stakeholders

Project Closeout

Manage and track the project closeout process

Prepare closeout documentation including O&M manuals, as-builts, and warranties

Coordinate post-construction meetings

Ensure closeout requirements are completed, including file/release of preliminary notices, in accordance with project specifications

Additional Responsibilities

Perform other duties as assigned to support project and team success

Assist in training and supporting team members

Contribute to process improvements and operational efficiency initiatives

Required Skills & Abilities

Strong verbal and written communication skills

Excellent organizational and multitasking abilities

Detail-oriented with strong problem-solving skills

Self-motivated with the ability to prioritize and work independently

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)

Experience supporting complex project execution

Ability to read and interpret construction and bid documents

Process-oriented mindset with a focus on efficiency and quality

Education & Experience

Minimum of 2 years of administrative experience, in construction, engineering, or a related field is preferred

Experience with project documentation and coordination is preferred

Bachelor’s degree in Business, Project Management, or a related field is preferred

Physical Requirements

Prolonged periods working at a desk and computer

Ability to work in both office and jobsite environments

Capable of walking, climbing, bending, and navigating active construction sites

Ability to lift up to 25 pounds

Occasional travel may be required

Performance Expectations

Success in this role is measured by:

Timely coordination and documentation of project startup activities

Accuracy and organization of project records and tracking systems

Effective communication and meeting coordination

On-time completion of project closeout documentation

Overall support of project timelines, compliance, and team efficiency