Project Coordinator

Job Description

Job Description

Vulcan Elements is manufacturing American rare-earth permanent magnets for a secure, resilient future. With a focus on national security and economic resiliency, we serve critical industries such as defense, aerospace, and automotive powering a high-technology future. Vulcan Elements is building a team of ambitious professionals committed to Mission Focus, Technical Excellence and Transparency.

As a Project Coordinator you will provide critical support to the construction and engineering teams during a major manufacturing facility build‑out. This role ensures smooth project execution by managing documentation, coordinating with general contractors and subcontractors, tracking change orders, and maintaining organized communication across all project stakeholders. The Project Coordinator acts as the operational backbone of the construction effort, enabling field teams to stay focused on execution while ensuring administrative and logistical tasks are handled accurately and on time.

Key Responsibilities

Construction Coordination & Field Support

• Serve as a daily point of contact between the owner's team, general contractor, subcontractors, and engineering groups.
• Support construction planning activities including schedule updates, look‑ahead coordination, and field communication.
• Assist with site logistics coordination such as deliveries, access, safety documentation, and contractor onboarding.
• Track construction progress, collect updates from field teams, and support issue resolution.

Documentation & Project Controls

• Maintain organized project documentation including drawings, RFIs, submittals, permits, and construction records.
• Manage document control workflows to ensure the latest revisions are distributed to the correct teams.
• Support preparation of meeting agendas, minutes, action logs, and follow‑up tracking.
• Assist with project reporting, dashboards, and status updates for leadership.

Change Order & Contract Support

• Track and process change orders, ensuring proper documentation, cost impacts, and approvals.
• Coordinate with contractors and internal teams to validate scope changes and maintain accurate project records.
• Support procurement activities including RFQs, purchase requisitions, vendor communication, and delivery tracking.
• Monitor contract compliance and assist with invoice review and verification.

Closeout, Turnover & Startup Support

• Organize turnover packages including O&M manuals, as‑built drawings, warranties, and training materials.
• Support punch list tracking, deficiency resolution, and final inspections.
• Assist engineering and commissioning teams with documentation needed for startup and handover.
• Ensure all project records are archived and transitioned to operations teams.

Responsibilities and tasks outlined are not exhaustive and may change as determined by the needs of the business.

Qualifications

• 2+ years of experience in project coordination, construction administration, or engineering support.
• Experience working on construction sites or with general contractors/subcontractors.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Proficiency with project management tools, document control systems, and Microsoft Office.
• Excellent communication, follow‑through, and attention to detail.

Must be a U.S. Person due to required access to U.S. export-controlled information or facilities.

Preferred Experience (Nice to Have)

• Experience with construction management software (ACC, Bluebeam, etc.).
• Familiarity with RFIs, submittals, change orders, and construction workflows.
• Background in industrial, commercial, or manufacturing construction environments.
• Experience supporting large capital projects or multi‑disciplinary engineering teams.