Project Coordinator – Build the Systems Behind the Work

Were looking for a Project Coordinator who wants to be more than an administrator. This person will become a key part of how our organization connects its field operations project teams accounting vendors and leadership.

Youll spend your time making sure the details behind our projects are handled correctly: field information is entered paperwork is complete billing has what it needs Superintendents have the support they need and everyone has access to accurate project information.

As we continue to grow youll have the chance to help build the processes and systems that the company will rely on for years to come - and grow your own career along the way.

Keep the Field Connected to the Office

• Enter field logs equipment hours labor hours and material quantities into HeavyJob.

• Review daily information submitted by Superintendents and follow up when something is missing or unclear.

• Organize field information into accurate usable project records.

• Help turn whats happening in the field into information the office can act on.

Keep Projects Documented and Billable

• Prepare billing backup and pay application documentation.

• Coordinate with the Office Manager and accounting/AR team to ensure invoicing is accurate and timely.

• Manage lien waivers submittals and other project compliance documentation.

• Keep project files organized accurate and audit-ready.

Stay Connected to the Field

• Visit active jobsites weekly or bi-weekly.

• Build relationships with Superintendents and field crews.

• Understand whats happening in the field and bring that information back to the office.

• Make it easier for Superintendents to focus on executing projects instead of chasing paperwork.

• Help create accountability around reporting and documentation while maintaining strong field relationships.

Help Us Grow
This is where the role becomes especially important.

We are continuing to build its infrastructure as a company. Youll be expected to notice when a process isnt working and ask:

Is there a better way to do this

Youll help:

• Identify bottlenecks between the field and office.

• Create repeatable processes.

• Improve how project information is captured and organized.

• Reduce unnecessary manual work.

• Build systems that can scale as the company takes on more projects.

• Recommend practical solutions when something isnt working.

Support the Projects

• Assist with material ordering and vendor coordination.

• Help track project needs and outstanding items.

• Provide administrative and operational support wherever its needed.

• Take on additional responsibilities as the company and role evolve.

Your starting point will be project coordination data documentation billing support and field communication. As you develop your knowledge of the business and demonstrate your ability to take ownership you can grow into areas such as:

Project Management Estimating Procurement Operations

The specific path will depend on your strengths interests performance and what the business needs.

This could be a great fit for someone early or mid-career who wants to learn how construction projects actually operate from the inside out and eventually take on significantly more responsibility.

• Naturally keep things organized.

• Notice details that other people miss.

• Dont need to be told about every problem before taking action.

• Can communicate comfortably with people in an office and people working in the field.

• Arent afraid to ask questions when something doesnt make sense.

• Enjoy figuring out how to make a process work better.

• Can hold people accountable while maintaining good relationships.

• Want a career in construction operations rather than a purely administrative job.

• Are comfortable spending some time at active jobsites.

• Learn software and new processes quickly.

Construction experience is highly valuable particularly in excavation sitework heavy civil utilities grading or similar environments.

Experience with HeavyJob or similar construction software construction billing pay applications lien waivers project documentation purchasing or vendor coordination is also a plus.

Were open to candidates who have the right combination of construction knowledge organization initiative and willingness to learn.

A Superintendent shouldnt have to spend their day chasing paperwork.

Accounting shouldnt have to chase missing project information.

Leadership shouldnt have to wonder whether the numbers and documentation theyre looking at are accurate.

And as we grows the company shouldnt have to rely on everyone simply knowing how weve always done it.

Thats where you come in.

Youll help make sure the work happening in the field is accurately reflected in the systems behind it while helping build those systems into something stronger for the future.