Project Coordinator – Civil Site Work Company
Position Title: Project Coordinator
Department: Operations / Project Management
Reports To: Project Manager / Director of Operations
Location: [City, State]
Employment Type: Full-Time
Position Summary
The Project Coordinator supports the successful planning, execution, and completion of civil site work projects, including earthwork, grading, utilities, stormwater systems, road construction, and related infrastructure improvements. This role serves as a key link between project managers, field supervisors, subcontractors, clients, and vendors to ensure projects remain on schedule, within budget, and compliant with contract requirements.
Key ResponsibilitiesProject Administration
- Assist Project Managers with daily project coordination and administrative tasks.
- Prepare, organize, and maintain project documentation, contracts, permits, submittals, RFIs, change orders, and closeout documents.
- Track project schedules, milestones, and deliverables.
- Maintain accurate project records and filing systems.
Scheduling & Coordination
- Coordinate meetings with clients, engineers, subcontractors, suppliers, and internal teams.
- Prepare meeting agendas and distribute meeting minutes.
- Assist in scheduling labor, equipment, and materials to support project activities.
- Monitor project progress and communicate updates to stakeholders.
Procurement & Vendor Management
- Assist with obtaining quotes and purchasing materials and equipment.
- Coordinate deliveries and ensure materials arrive on schedule.
- Maintain vendor and subcontractor contact information and documentation.
- Track purchase orders, invoices, and material costs.
Financial Tracking
- Support project budgeting and cost tracking efforts.
- Assist with job cost reporting and project forecasting.
- Review invoices and verify quantities against contracts and purchase orders.
- Help prepare monthly project reports and billing documentation.
Compliance & Documentation
- Ensure project documentation complies with company standards and contractual requirements.
- Assist with permit applications, inspections, and regulatory submissions.
- Maintain safety records, certifications, and compliance documentation.
- Support quality control and project closeout processes.
Communication
- Serve as a point of contact for project-related inquiries.
- Facilitate communication between office staff and field personnel.
- Provide timely updates regarding project status, issues, and action items.
- Foster positive working relationships with clients, subcontractors, and vendors.
QualificationsRequired
- High school diploma or equivalent
- 2+ years of experience in construction project coordination, project administration, or related roles.
- Experience in civil construction, site development, utility construction, or heavy civil projects preferred.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and Teams).
- Strong organizational, communication, and multitasking skills.
- Ability to manage multiple projects and deadlines simultaneously.
Preferred
- Experience with project management software such as Procore, Viewpoint, HCSS, Primavera P6, or Microsoft Project.
- Understanding of construction plans, specifications, and contracts.
- Knowledge of civil site work operations including grading, excavation, utilities, paving, and storm drainage systems.
- Experience with permitting and municipal construction requirements.
Skills & Competencies
- Excellent attention to detail
- Strong time management and prioritization skills
- Problem-solving and critical thinking abilities
- Professional verbal and written communication
- Ability to work independently and collaboratively
- Strong organizational and documentation management skills
Physical Requirements
- Ability to occasionally visit active construction sites.
- Ability to walk uneven terrain and navigate construction environments.
- Ability to sit, stand, and use a computer for extended periods.
- Ability to lift up to 25 pounds occasionally.
Pay: From $52,800.00 per year
Benefits:
Work Location: In person
