Project Coordinator

Position Summary

The Project Coordinator provides administrative and operational support to Project Managers by assisting with project setup, documentation, coordination, and execution activities. This role helps ensure projects move efficiently through internal workflows by supporting communication, maintaining accurate records, and assisting with scheduling, permitting, and invoicing preparation. The Project Coordinator plays a key role in ensuring accuracy, organization, and follow-through while developing foundational skills in project management.

Essential Job Duties

Project Setup & Coordination

• Assist with project setup activities, including surveys, code checks, and documentation collection.

• Support permitting and landlord approval processes by gathering required information and tracking status.

• Prepare and organize project files and documentation in ERP/project management systems.

• Assist Project Managers with developing and maintaining project timelines and schedules.

Design & Approval Support

• Submit design requests and track revisions in coordination with the Design team.

• Confirm approved designs are documented and ready for Project Manager review before production release.

Production & Installation Support

• Assist with releasing projects to production once approvals and documentation are complete.

• Help coordinate installation schedules and subcontractor availability.

• Support quality control efforts by ensuring installation documentation is complete and accurate.

Financial & Administrative Support

• Assist with issuing purchase orders (POs) for installers and materials as directed by the Project Manager.

• Support the Project Manager with cost-related closeout activities by gathering required documentation, including final permit costs, freight invoices, and vendor paperwork.

• Prepare and compile project closeout documentation to support Project Manager submission to Accounts Receivable for invoicing.

• Assist with resolving invoicing discrepancies by gathering supporting documentation and coordinating with internal teams as needed.

Communication & Team Collaboration

• Support Project Managers with internal and external communication as needed.

• Interact with Estimating, Design, Production, and Service teams as needed to support assigned project tasks.

• Document meeting notes, decisions, and follow-up actions as required.

• Escalate issues or questions to the Project Manager in a timely manner.

Reporting & Continuous Improvement

• Maintain accurate project records and data integrity in ERP systems.

• Assist with post-project debriefs and lessons-learned documentation.

• Support process improvement initiatives and standardization efforts.

• Participate in training and development activities to build project management skills.

Skill and Experience and Education Requirements

• Associate’s or Bachelor’s degree preferred, or equivalent work experience.

• 1–2 years of experience in a project coordination, administrative, or support role preferred.

• Proficiency in Microsoft Office (Excel, Word, Outlook).

• Strong organizational and documentation skills.

• Ability to manage multiple tasks and priorities in a fast-paced environment.

• Basic understanding of construction, signage, or service operations is a plus.

• Strong written and verbal communication skills.

• Willingness to learn project management processes and systems.