Project Coordinator

The Project Coordinator is responsible for supporting the transition of projects from sales through operations and field execution. This role serves as a key point of coordination between customers, Sales, Project Managers, Operations, and field teams to ensure project information is complete, expectations are clearly communicated, and projects are properly prepared before work begins.

The Project Coordinator will help organize project documentation, confirm scope and customer expectations, coordinate scheduling, track outstanding information, and maintain consistent communication throughout the pre-production and project planning process.

The ideal candidate is highly organized, customer-focused, proactive, and comfortable managing multiple projects and priorities simultaneously.

Key Responsibilities

Project Planning & Handoff

• Coordinate the transition of awarded projects from Sales to Operations/Production.
• Review work orders, contracts, scopes of work, and project documentation to ensure information is complete and accurate.
• Confirm project scope, expectations, timelines, and special requirements before work begins.
• Identify missing information and proactively work with Sales, Operations, customers, and other stakeholders to resolve outstanding items.
• Maintain a standardized project handoff process to ensure critical information does not fall through the cracks.
• Document project conditions, specifications, photos, special instructions, and other information needed by the field team.

Scheduling & Coordination

• Coordinate project start dates with customers and internal operations teams.
• Maintain and update project schedules based on customer expectations, manpower availability, and operational capacity.
• Assist with coordinating crews, materials, equipment, and other project requirements.
• Track upcoming projects to confirm they are fully prepared and ready for field execution.
• Communicate scheduling changes, delays, or outstanding requirements to appropriate stakeholders.
• Support Project Managers with administrative and coordination activities so they can remain focused on project execution and field operations.

Customer Communication

• Serve as a primary coordination contact for customers during the project planning and pre-construction process.
• Review project details with customers and confirm expectations before mobilization.
• Collect required customer selections, approvals, access information, scheduling requirements, and special instructions.
• Provide proactive communication regarding scheduling, project preparation, and next steps.
• Help create a professional and organized customer experience from project award through field mobilization.

Project Documentation

• Maintain accurate and organized project files and records.
• Ensure work orders and project documentation contain all required information before release to Operations.
• Track outstanding approvals, selections, documentation, and action items.
• Update internal systems with accurate project status and scheduling information.
• Provide field teams with clear and complete project information prior to mobilization.
• Assist with change documentation and other project-related administrative requirements as needed.

Operations Support

• Work closely with Project Managers and Operations leadership to identify potential scheduling or production conflicts.
• Help monitor workload and upcoming project volume to support effective manpower and resource planning.
• Identify project risks or missing information before they create field delays.
• Help improve internal processes between Sales and Operations.
• Support multiple active projects while maintaining accuracy, organization, and responsiveness.