Project Coordinator – Construction Operations
Company: Stratum Builders & Dad Exteriors
Location: Chicago, IL
Work Location: On-site
Employment Type: Full-time
Pay: $55,000–$70,000 per year, based on experience
About Stratum Builders & Dad Exteriors
Stratum Builders is a Chicago-based residential and commercial construction company focused on custom homes, major renovations, commercial build-outs, and hospitality projects throughout Chicago and the North Shore.
Dad Exteriors is our exterior-focused brand serving homeowners, property owners, and condominium associations with roofing, decks, masonry, windows, doors, pergolas, and exterior repairs.
Both companies are built around thoughtful planning, clear communication, strong follow-through, and doing the little things correctly. At Dad Exteriors, we call that “Dad Standards.”
We are hiring a highly organized, detail-oriented Project Coordinator to become a central part of our operations team across both companies.
This is a hands-on coordination role for someone who combines strong administrative discipline with the ability to keep projects, clients, vendors, subcontractors, and internal teams moving forward.
The ideal candidate enjoys managing multiple moving pieces, follows through without being chased, communicates professionally, and takes pride in keeping accurate records from initial inquiry through project closeout.
This is a growing-company environment. The successful candidate will work within established tools and processes while also encountering changing priorities, incomplete information, and systems that are still being improved. Success requires someone who can create clarity, ask direct questions, document decisions, and persist until open items are resolved.
Position Overview
The Project Coordinator supports the full project lifecycle by managing communication, documentation, permitting, selections, procurement coordination, scheduling support, billing administration, and follow-up.
Project Managers and production leadership remain responsible for field execution, technical decisions, construction sequencing, quality control, and project outcomes.
The Project Coordinator ensures the administrative and communication side of each project remains organized, accurate, documented, and moving forward.
What You’ll Do Lead Intake & CRM Management
- Manage incoming leads from initial inquiry through sales handoff
- Respond to new inquiries promptly and professionally
- Collect project information, photos, documents, and client details
- Create and maintain accurate client and project records
- Maintain Buildertrend, CRM systems, shared folders, and project documentation
- Ensure sales personnel receive organized and complete lead information
- Track follow-ups so no inquiry or client request is lost
Sales Support & Project Handoffs
- Coordinate project handoffs from sales to production
- Confirm signed agreements, deposits, selections, documentation, and client information are complete
- Prepare project folders, checklists, and internal handoff materials
- Track outstanding items required before production begins
- Support estimating and proposal administration as needed
Project Documentation & Contract Administration
- Maintain signed contracts, change orders, allowances, specifications, and project records
- Ensure project documents are properly filed and accessible
- Track approvals, decisions, client requests, and open action items
- Maintain accurate notes and communication histories
- Support project closeout documentation, warranties, manuals, and final records
Permitting & Compliance Coordination
- Prepare and track permit applications and supporting documents
- Coordinate with municipalities, permit expediters, architects, engineers, and inspectors
- Maintain permit status, inspection dates, approvals, and required follow-ups
- Track certificates of insurance, licenses, warranties, and compliance documents
- Escalate permit or inspection issues before they affect project schedules
Selections Coordination
- Track client selections, finishes, fixtures, materials, and specifications
- Communicate selection deadlines and outstanding requirements to clients
- Follow up proactively to prevent delays
- Ensure finalized selections are documented and distributed to the appropriate team members
- Maintain organized selection logs and approval records
Procurement & Vendor Coordination
- Prepare and track purchase orders
- Support material, fixture, and product ordering
- Confirm pricing, quantities, lead times, and delivery requirements
- Monitor order status and delivery schedules
- Coordinate with vendors and suppliers regarding delays, substitutions, and missing information
- Confirm delivered materials match project requirements
- Maintain organized purchasing and delivery records
Scheduling & Project Readiness
- Maintain the master project, appointment, delivery, and inspection calendar
- Confirm upcoming appointments, client access, deliveries, inspections, and project start dates
- Track project readiness requirements before work is scheduled
- Identify missing deposits, approvals, permits, selections, materials, or documentation
- Communicate scheduling updates to clients and internal teams
- Update schedules based on direction from Project Managers and production leadership
- Escalate potential conflicts before they affect project timelines
Client Communication
- Serve as a consistent administrative point of contact throughout the project lifecycle
- Send onboarding, scheduling, milestone, and follow-up communications
- Provide clients with approved updates regarding timelines, outstanding decisions, and next steps
- Route technical, contractual, pricing, or field-related decisions to the appropriate team member
- Maintain a professional, responsive, and organized client experience
- Document important client communication and decisions
Billing & Project Administration
- Prepare documentation needed for deposits, progress invoices, change orders, and final billing
- Track payment status and outstanding client requirements
- Support accounts-receivable follow-up
- Maintain accurate billing, allowance, change-order, and contract records
- Coordinate vendor invoices and purchasing documentation with accounting and leadership
- Confirm required deposits and approvals are received before projects advance
Meetings, Follow-Through & Accountability
- Prepare weekly work-in-progress and operations meeting materials
- Maintain project trackers and open-item lists
- Document decisions, action items, owners, and deadlines
- Follow up on assigned commitments
- Flag overdue or unresolved items to leadership
- Ensure important decisions and updates are entered into the appropriate systems
Process Documentation & Improvement
- Document approved workflows, checklists, templates, and standard operating procedures
- Maintain current and organized process documentation
- Identify recurring gaps, missing information, and inefficient workflows
- Recommend practical process improvements to leadership
- Support consistent adoption of company systems across both businesses
What We’re Looking For Required Qualifications
- Minimum two years of project coordination, project administration, operations coordination, office management, or similar experience
- Experience managing multiple projects, priorities, clients, and deadlines simultaneously
- Strong organizational skills and exceptional attention to detail
- Excellent written and verbal communication
- Strong follow-through and personal accountability
- Ability to work independently while knowing when to escalate an issue
- Comfort working in a fast-paced, growing-company environment
- Ability to learn new software and systems quickly
- Professional judgment when communicating with clients, vendors, and subcontractors
- Comfortable working full-time and on-site in our Chicago office
Preferred Qualifications
- Construction, remodeling, architecture, design, real estate, or home-services experience
- Experience with Buildertrend, JobNimbus, Procore, or similar project management software
- CRM experience
- Permit coordination experience
- Vendor coordination, purchasing, or procurement experience
- Experience supporting billing, change orders, and project closeout
- Familiarity with Google Workspace and Microsoft Office
Success in This Role Looks Like
- New leads receive fast, professional responses
- Project and client information is accurate across all systems
- Sales-to-production handoffs are complete and organized
- Clients consistently understand what happens next
- Permits, selections, orders, deliveries, and approvals are tracked proactively
- Project Managers spend less time chasing paperwork and routine follow-ups
- Scheduling conflicts and missing information are identified early
- Action items are documented, assigned, and completed
- Billing and project records remain current and accurate
- Fewer details fall through the cracks
- Company processes become clearer and more consistent over time
Why Join Stratum Builders & Dad Exteriors?
- Work directly with company leadership
- Play a meaningful role in two growing construction brands
- Gain exposure to custom residential, commercial, and exterior construction projects
- Take ownership of systems that directly affect client and project success
- Opportunity for professional growth and increased responsibility
- Collaborative, entrepreneurial work environment
- Make a measurable impact on day-to-day company operations
Benefits
- Paid time off
- Professional growth opportunities
- Direct exposure to company leadership and construction operations
Schedule
- Full-time
- Monday through Friday 8-4
- On-site at our Chicago office
How to Apply
Please submit your resume and include the following sentence in your application:
“I am excited to apply for this role.”
Because this position requires exceptional attention to detail and the ability to follow established processes, applications that do not follow these instructions will not be considered.
Pay: $55,000.00 - $72,000.00 per year
Benefits:
Work Location: In person
