Construction Project Coordinator

Job Description

Job Description

Southeast Fence Specialists is looking for a highly organized, motivated Office Manager / Project Coordinator to help manage the day-to-day flow of our busy fencing company. This position is the central point between our customers, management, crews, vendors, and projects.

The right person will help take projects from the initial customer call and bidding process through scheduling, material coordination, installation, invoicing, and closeout. This is not just a receptionist or desk position. We are looking for someone who takes ownership, solves problems, follows through, and helps keep the entire operation moving.

KEY RESPONSIBILITIES

● Answer phones, emails, and customer inquiries professionally and promptly.

● Schedule estimates, installations, service calls, and project work.

● Maintain the company project calendar and communicate schedule changes.

● Assist with preparing estimates, proposals, bids, and project paperwork.

● Review bid invitations, specifications, drawings, and project requirements.

● Track bid deadlines and ensure required documents are submitted on time.

● Coordinate with customers from initial contact through project completion.

● Communicate project information, schedules, and changes to field crews.

● Order and coordinate fencing materials, equipment, freight, and deliveries.

● Work with vendors and suppliers to obtain pricing and material availability.

● Track material orders and make sure materials are available when projects are scheduled.

● Maintain organized electronic and physical project files.

● Prepare contracts, change orders, purchase orders, and other project documents.

● Track project progress and follow up on outstanding items.

● Assist with invoicing, deposits, accounts receivable, and collection follow-up.

● Maintain customer information and accurate job records.

● Assist management with employee scheduling, paperwork, and daily office operations.

● Identify problems early and work with management and crews to find solutions.

● Help develop and improve office systems, procedures, and organization as the company grows.

QUALIFICATIONS

Preferred experience:

● Office management or project coordination.

● Construction, contracting, or related industry experience.

● Project bidding and estimating.

● Reading plans, specifications, and bid documents.

● Customer service.

● Scheduling and coordinating multiple projects.

● Microsoft Office, email, spreadsheets, and general computer systems.

• Maintain CRM and oversee social media
• Book travel logistics:
• Job scheduling
• Material ordering
• Billing, filing, make job packets
• Establish and organize SOP's
• Organize training classes

● Fence industry experience is a plus but is not required.

WHO WE'RE LOOKING FOR

● Shows up ready to work and takes pride in what they do.

● Is extremely organized and pays attention to details.

● Can handle multiple projects and priorities without losing track of things.

● Communicates well with customers, employees, vendors, and management.

● Doesn't wait to be told about every little thing that needs to be done.

● Is comfortable asking questions and finding answers.

● Takes ownership and follows projects through to completion.

● Can stay calm and productive when schedules change or problems come up.

● Has personal and professional goals and wants an opportunity to grow.

● Brings a positive attitude and works well with a team.