Project Coordinator I

About This Role

As a Project Coordinator I, you will support the Project Management team by ensuring project setup, documentation, job cost/admin workflows, and subcontractor compliance are managed efficiently. You will utilize industry-specific construction software and Excel to handle contracts, change orders, invoices, and closeout details, ensuring project information is accurate, organized, and progressing smoothly.

Responsibilities

• Set up new projects in company systems, including issuing project numbers and entering estimates for job cost tracking
• Prepare and send project contracts (AIA and project-specific) using industry software
• Track returned documents and maintain current and complete project files
• Collect, verify, and maintain subcontractor/vendor requirements (COIs, lien waivers, pay applications, invoices)
• Perform credit checks and confirm bonding when necessary
• Enter and maintain commitments, change orders, and back charges
• Support Project Managers with subcontractor payment tracking, review pay applications, reports, and coding to job phases
• Route bills and commitments for PM approval before submission to Accounts Payable
• Create routine job cost reporting (time/materials)
• Assist with reconciling invoices, change orders, retainage, and committed costs at closeout

Requirements

• 1-3 years of experience in an administrative, billing, bookkeeping, or project support role
• Comfortable using Microsoft Office, especially Excel
• Strong attention to detail, reliability and ability to handle sensitive information appropriately
• Ability to organize, proofread and reconcile documents with accuracy
• Willingness and ability to learn industry-specific software and processes
• Strong communication skills and ability to work independently after training
• Valid driver’s license and ability to meet MVR standards

Qualifications

• 1-3 years of experience in an administrative, billing, bookkeeping, or project support role

Nice to Have

• Experience as a Project Coordinator, Project Admin, or in construction accounting
• Familiarity with construction software (e.g., job cost, commitments, change orders, pay apps)
• Experience with auditing job cost items, retainage, lien waivers, COIs, or subcontractor compliance

Skills

* Required skills