Project Coordinator

The Project Coordinator is responsible for directing, organizing, and controlling commercial project items with the Commercial Operations team. This role provides administrative, financial, and operational support to ensure projects are properly documented, tracked, and executed efficiently from startup through closeout.

• Competitiveness – Maintains accuracy, efficiency, and urgency in all project documentation and coordination tasks.
• Humility – Open to feedback, willing to learn systems and processes, and supports team members wherever needed.
• Pride – Takes ownership of project files, financial tracking, and documentation accuracy.
• Solidarity – Works collaboratively with Project Managers, Accounting, Operations, and Executive Leadership to ensure project success.

• Consistently works in the office Monday–Friday from 8:00 AM – 5:00 PM.
• Attends weekly Pre‑Construction L10 meetings.
• Provides administrative support to Project Engineers and Project Managers.
• Sets up projects in tracking systems and creates job files in Teams and Foundation software.
• Gathers required startup documentation, licensing, and permit documentation (city and state specific).
• Organizes and manages change orders and related documentation.
• Prepares and submits monthly AIA billings per General Contractor specifications.
• Manages lien waiver requests and bonding documentation.
• Assists with warranty letter preparation and distribution.
• Uploads budgets into Foundation and monitors cost vs. budget reporting.
• Assists with WIP reporting including cost and billing reconciliation.
• Monitors Accounts Payable activity related to projects.
• Assists with timekeeping corrections and proper cost allocation per job budgets.
• Maintains vendor information accuracy within accounting software.
• Assists VP of Business Operations and Director of Finance with additional assigned tasks.
• Assists with administrative training for new hires within the Operations team.
• Coordinates travel, meeting scheduling, printing, binder organization, and document editing for project teams.

• Maintains clear and timely communication with Project Managers, Accounting, and Leadership.
• Demonstrates strong organizational skills and attention to detail.
• Handles confidential financial and project information with discretion.
• Proactively identifies discrepancies in documentation, billing, or cost tracking.
• Maintains professionalism in all interactions with vendors, subcontractors, and internal teams.
• Exercises sound judgment and accountability in managing deadlines and priorities.