Project Coordinator

The Project Coordinator supports day-to-day operations of residential pool construction projects.

This role works directly with the general manager and serves as a key point of contact between customers, subcontractors, vendors, and the internal construction team.

The Project Coordinator is responsible for customer communication, project tracking, invoicing, change order processing, accounts payable support, and general administrative coordination to ensure projects stay organized, accurate, and on schedule.

• Serve as primary point of contact for customers during the construction process
• Respond to emails and phone inquiries in a timely and professional manner
• Coordinate communication between project managers, vendors, and subcontractors
• Provide customers with project updates, schedules, and documentation

• Track construction milestones, digs, inspections, and project progress
• Maintain accurate records in Pro Edge
• Update schedules, notes, and documentation throughout the project lifecycle
• Follow up on missing information or delays with internal team and vendors

• Prepare and send customer invoices
• Track payments and follow up on delinquent accounts
• Record customer payments and account activity in Quick Books Desktop
• Monitor project billing status against job progress

• Confirm all change orders are accurately entered in Pro Edge
• Track approval status and ensure pricing accuracy
• Maintain and track commission records for sales team

• Verify accuracy of vendor invoices against purchase orders and deliveries
• Enter invoices into Quick Books Desktop
• Work with vendors to resolve discrepancies

• Quick Books Desktop
• Microsoft Outlook
• Microsoft Teams
• Microsoft Excel and Word (basic to intermediate proficiency)

• 2+ years of administrative, project coordination, or construction office experience preferred
• Experience in construction or trades industry strongly preferred; pool construction experience is a plus
• Basic understanding of invoicing and accounting processes
• Strong attention to detail and organizational skills
• Ability to manage multiple projects and deadlines simultaneously
• Excellent written and verbal communication skills
• Customer-service oriented mindset

• Highly organized and detail-oriented
• Comfortable working in a fast-paced construction environment
• Ability to learn and navigate construction-management software
• Strong problem-solving and follow-through
• Professional and polite communication style
• Ability to work independently and as part of a team

• Office-based with occasional site communication (no heavy physical labor required)
• Standard business hours, with ability to support urgent project needs when required