Project Coordinator (73545)

The Project Coordinator is responsible for supporting the transition of projects from sales through operations and field execution. This role serves as a key point of coordination between customers Sales Project Managers Operations and field teams to ensure project information is complete expectations are clearly communicated and projects are properly prepared before work begins.

The Project Coordinator will help organize project documentation confirm scope and customer expectations coordinate scheduling track outstanding information and maintain consistent communication throughout the pre-production and project planning process.

The ideal candidate is highly organized customer-focused proactive and comfortable managing multiple projects and priorities simultaneously.

Project Planning & Handoff

• Coordinate the transition of awarded projects from Sales to Operations/Production.
• Review work orders contracts scopes of work and project documentation to ensure information is complete and accurate.
• Confirm project scope expectations timelines and special requirements before work begins.
• Identify missing information and proactively work with Sales Operations customers and other stakeholders to resolve outstanding items.
• Maintain a standardized project handoff process to ensure critical information does not fall through the cracks.
• Document project conditions specifications photos special instructions and other information needed by the field team.

Scheduling & Coordination

• Coordinate project start dates with customers and internal operations teams.
• Maintain and update project schedules based on customer expectations manpower availability and operational capacity.
• Assist with coordinating crews materials equipment and other project requirements.
• Track upcoming projects to confirm they are fully prepared and ready for field execution.
• Communicate scheduling changes delays or outstanding requirements to appropriate stakeholders.
• Support Project Managers with administrative and coordination activities so they can remain focused on project execution and field operations.

Customer Communication

• Serve as a primary coordination contact for customers during the project planning and pre-construction process.
• Review project details with customers and confirm expectations before mobilization.
• Collect required customer selections approvals access information scheduling requirements and special instructions.
• Provide proactive communication regarding scheduling project preparation and next steps.
• Help create a professional and organized customer experience from project award through field mobilization.

Project Documentation

• Maintain accurate and organized project files and records.
• Ensure work orders and project documentation contain all required information before release to Operations.
• Track outstanding approvals selections documentation and action items.
• Update internal systems with accurate project status and scheduling information.
• Provide field teams with clear and complete project information prior to mobilization.
• Assist with change documentation and other project-related administrative requirements as needed.

Operations Support

• Work closely with Project Managers and Operations leadership to identify potential scheduling or production conflicts.
• Help monitor workload and upcoming project volume to support effective manpower and resource planning.
• Identify project risks or missing information before they create field delays.
• Help improve internal processes between Sales and Operations.
• Support multiple active projects while maintaining accuracy organization and responsiveness.

• 2 years of experience in project coordination construction administration operations coordination scheduling or a related role preferred.
• Construction specialty contracting commercial services or field-service experience strongly preferred.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• Customer-service mindset with the ability to communicate professionally with customers and internal teams.
• Ability to identify missing information and proactively follow through until issues are resolved.
• Strong attention to detail and documentation skills.
• Comfortable working in a fast-paced environment with changing schedules and priorities.
• Proficiency with Microsoft Office and experience with project management CRM ERP or scheduling platforms preferred.