Project Coordinator

Job Description

Job Description

NOTE: This job will require relocation to Willow Creek, CA, if you are applying from outside the area, or commuting to Willow Creek, CA, if you reside nearby.

Project Coordinator – Willow Creek, CA

About Clear Cloud Solutions & Whitson
Clear Cloud Solutions and our subsidiary, Whitson, are a fast-growing Construction, Plumbing, Electrical, and Security Systems Integration company headquartered in Southern California. We serve the commercial, industrial, and government sectors.

Whitson specializes in projects including waterworks, community water treatment systems, medium-scale water filtration systems, underground utilities, septic tanks for residential and larger scales, plumbing rough-in, finish, and service work, excavation, backup generators for residential and large facilities, electrical rough-in, finish, and service work, etc.

The Opportunity

Join us as a Project Coordinator at Whitson. You'll sit at the center of how projects get won and delivered, owning estimating and bid development, purchasing, contract administration, and invoicing across a portfolio that spans waterworks and community water treatment systems, underground utilities, septic and excavation work, plumbing, electrical, and backup generators for residential and large-scale facilities. You'll price the work, package the bids, and keep contracts and materials on track, giving the Project Manager and General Manager the accurate, on-time information they rely on to keep jobs moving. This is a high-ownership role in a fast-paced environment where your judgment carries immediate weight, and your work is visible across the organization. If you're an experienced coordinator who thrives on managing many bids and active projects at once, holds the line on deadlines, and wants a clear path toward project management, you'll find real room to grow here, with a company that invests in its people and takes on essential, meaningful work.

Clear Cloud Solutions Inc. Headquarters: Upland, CA

Whitson Headquarters and Job Location: Willow Creek, CA

Job Type: In-person, Full-Time, Monday through Friday, 8 am to 4:30 pm

Compensation: $20-$35 /hr (depending on experience)

Reporting & Scope
This position reports to the General Manager and works closely with the Project Manager on estimating handoffs, contract review, and job status. You are expected to use approved company AI tools thoughtfully to increase throughput on bid volume and administrative work, while remaining fully accountable for verifying any AI-assisted output before it leaves the office under your name.

What You'll Do

Estimating & Bid Development

• Prepare cost estimates and bid proposals for capital and small projects, calculating labor, material, and equipment costs from plans and specifications.

• Perform takeoffs from blueprints and specifications to determine material and labor quantities.

• Review RFPs for key dates, proposal requirements, insurance and bonding requirements, notarization requirements, and the required submittal method (email or physical delivery).

• Develop proposal narratives, compile complete bid packages with required ancillary materials, and submit bids by deadline

• Coordinate bid follow-up, clarifications, and any required revisions.

• Obtain subcontractor and vendor quotes to support bid pricing, working with the Project Manager and General Manager as needed.

• Review quotes and proposals prepared by others for formatting, completeness, and accuracy.

Purchasing & Material Coordination

• Obtain quotes and place purchase orders for material on capital and small construction projects, working with the Project Manager on timing and specifications.

• Receive job material deliveries and log or assign them appropriately in the company's job management system.

• Track material status against project schedules and flag delays that could affect a job.

• Coordinate with vendors and suppliers to resolve order discrepancies, backorders, or delivery issues.

Contract Administration

• Complete an initial review of incoming contracts against the RFP and proposal to confirm scope, terms, and schedule are workable.

• Complete TERO (Tribal Employment Rights Office) registration or other compliance steps when a contract requires them.

• Create subcontracts as needed, carrying forward the appropriate terms and conditions from the prime contract, and keep subcontract templates current.

• Prepare and manage change orders, including drafting change requests for client approval.

Project Coordination & Support

• Review each contract and RFP for ongoing project requirements, including pay application formats, invoicing dates, and submittal deadlines, and track them through the life of the job.

• Gather information from field and project staff and prepare and submit required project submittals.

• Prepare and manage project invoicing.

• Coordinate third-party support, such as cultural or biological monitoring, when required by a contract, and help schedule third-party testing.

• Run project reports and analyses as requested by the Project Manager or General Manager, using AI tools to help draft routine reports where useful.

• Provide other project administration support as needed to keep jobs on schedule.

Customer Relations

• Serve as the point of contact for assigned customers and manage day-to-day communication for their projects.

• Field incoming quote requests and route them to the appropriate person.

• Respond to routine customer questions on active bids and projects, escalating anything beyond the role's scope to the Project Manager or General Manager.

What You Bring (Required)

• Prior experience in construction estimating, project coordination, or purchasing, preferably in electrical, underground utility, or related trades.

• Working knowledge of contract documents, RFP processes, and public sector bidding (government, tribal, or utility contracts) is strongly preferred.

• Experience reading construction blueprints and specifications sufficient to perform takeoffs.

• Familiarity with prevailing wage requirements and certified payroll is a plus.

• Comfort using AI tools as a productivity aid for drafting and research, paired with the judgment to verify AI-generated content before relying on it.

Highly Valued Knowledge, Skills & Abilities

• Strong organizational skills and the ability to manage multiple bids and active projects at once against firm deadlines.

• Clear written and verbal communication for customer-facing work, contract synopsis writing, and internal coordination.

• Sound judgment in identifying which issues can be handled directly and which require escalation to the Project Manager or General Manager.

• Comfort working across office and field, coordinating with the Project Manager, General Manager, and Operations Manager as needed.

• Attention to detail, particularly in contract review, bid packaging, and change order documentation.

Why Join Clear Cloud Solutions?

Be part of a fast-growing, values-driven company with meaningful government and critical-infrastructure projects in a market where skilled lead technicians are in high demand. Work at the intersection of physical security and emerging AI, cloud, and cyber-physical technologies. Enjoy a culture built on integrity, professional development, community, and QA and QC excellence. We offer competitive compensation at or above market and rapid growth potential.

Applicants selected may be subject to a background investigation and must obtain and maintain both a favorable personal security suitability determination and customer approval.

\nCompany Description

Clear Cloud Solutions Company, brings a high level of experience, safety compliance, dedication, customer service and integrity to the Electrical, Low Voltage, Security Integration and Access Control industry.

Company Description

Clear Cloud Solutions Company, brings a high level of experience, safety compliance, dedication, customer service and integrity to the Electrical, Low Voltage, Security Integration and Access Control industry.