Project Coordinator

JOB DUTIES AND RESPONSIBILITIES: PROJECT SETUP & DOCUMENTATION: Assist in initiating project setup by creating project records and collecting required documentation, such as Certificates of Insurance (COIs) and W-9 forms from awarded contractors. PROJECT COORDINATION & EXECUTION: Monitors project progress by tracking deliverables, timelines, and budget adherence to ensure projects stay on schedule.

JOB SUMMARY The PROJECT COORDINATOR supports all phases of project management, from setup to close-out. They assist with documentation, contractor records, and compliance before project commencement. During pre-construction, they coordinate meetings, prepare materials, and update timelines. Throughout execution, they track progress, review reports, and ensure safety and quality standards. Acting as a key liaison, they manage stakeholder communication, provide updates, and assist with reports. In close-out, they compile final documentation, verify compliance, and support post-project reviews. This role requires organization, attention to detail, and strong collaboration to ensure project success. JOB DUTIES AND RESPONSIBILITIES: PROJECT SETUP & DOCUMENTATION: Assist in initiating project setup by creating project records and collecting required documentation, such as Certificates of Insurance (COIs) and W-9 forms from awarded contractors. They ensure all contractual requirements are thoroughly reviewed, accurately documented, and completed before project commencement. Additionally, they maintain organized project files, ensuring all necessary documentation is properly stored and easily accessible for reference throughout the project lifecycle.PRE-CONSTRUCTION & PLANNING: Supports the coordination of pre-construction meetings by preparing agendas, distributing materials, and documenting key discussions and action items. They collaborate with internal teams to ensure proper resource allocation and scheduling, facilitating a smooth project launch. Additionally, they assist in updating project timelines and keeping all stakeholders informed of key milestones to ensure alignment and project readiness.PROJECT COORDINATION & EXECUTION: Monitors project progress by tracking deliverables, timelines, and budget adherence to ensure projects stay on schedule. They collect and review contractor daily logs and progress reports, ensuring that all required information is accurately documented and properly stored. Regular communication with contractors and vendors helps obtain updates and resolve minor operational issues efficiently. Additionally, they assist in compliance tracking and reporting to ensure adherence to safety and quality standards throughout the project lifecycle.CLIENT & STAKEHOLDER COMMUNICATION: Serves as a primary point of contact for project-related inquiries, ensuring effective communication between clients, contractors, and internal teams. They provide regular updates on project status, keeping stakeholders informed of progress, challenges, and key deliverables. Additionally, they assist in preparing reports, presentations, and correspondence related to project activities, ensuring transparency and alignment throughout the project lifecycle. CLOSE-OUT & DOCUMENTATION: Assists in compiling and submitting final close-out packages, ensuring that all required documentation is complete accurate, and properly recorded. They review project documentation to confirm compliance with company policies and regulatory standards. Additionally, they support post-project reviews by gathering data and feedback, contributing to continuous improvement and the enhancement of future project performance. PERFORMS OTHER ESSENTIAL DUTIES AS ASSIGNED EQUIPMENT OPERATED: General office equipment (fax machine, copier, desk phone, scanner) KNOWLEDGE, ABILITIES, AND SKILLS: Knowledge of general business ethics and professional standards in project coordination. Knowledge of industry standards, including paving materials, processes, and equipment related to asphalt, concrete, and paving projects. Knowledge of project coordination principles, including scheduling, documentation management, and workflow organization. Ability to track and handle project specifications, maintaining accurate documentation and ensuring compliance with project requirements. Ability to assist in multiple projects simultaneously, supporting scheduling, documentation, and communication to keep projects on track. Ability to support project planning and execution, ensuring adherence to quality, safety, and timeline expectations through coordination and documentation. Ability to prioritize tasks and manage deadlines in a fast-paces environment while handling multiple responsibilities effectively. Ability to adapt to changing project requirements supporting team members and stakeholder in adjusting timelines and deliverables as needed. Skilled in organizational and administrative support, maintaining detailed records, tracking project progress, and ensuring all necessary documentation is up to date. Skilled in written and verbal communication, ensuring clear and effective interaction with clients, vendors, contractors, and internal teams. Skilled in using project management software (e.g.Procore, Buildertrend) and Microsoft Office Suite (Excel, Word, Outlook) for tracking budgets, schedules, and project reports.