Project Coordinator
Department: Project Management
Reports To: Senior Project Manager / COO
Location: In Office – Architectural Wood Design, Inc.
Industry: Commercial Architectural Millwork / Manufacturing
Position Summary
The Project Coordinator supports the Project Management department by handling the administrative, documentation, tracking, and coordination responsibilities required to keep projects moving through AWD’s system efficiently and accurately.
This role is critical to maintaining flow between estimating, project management, engineering, production, vendors, subcontractors, and field operations. The Project Coordinator helps reduce administrative burden on Project Managers so PMs can stay focused on client communication, scheduling, problem solving, and execution.
This is a fast-paced position inside a manufacturing-driven construction company. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities without losing track of deadlines or follow-through.
Core ResponsibilitiesProject Administration
- Create and maintain organized digital project files and documentation
- Set up new projects and work orders in ERP systems
- Track and update project logs, schedules, and status reports
- Maintain current project contact lists and distribution lists
- Assist PMs with meeting preparation and meeting notes
- Organize project correspondence and ensure proper documentation retention
Submittals & Shop Drawings
- Prepare and distribute submittal packages
- Track submittal status, approvals, and resubmissions
- Maintain submittal logs and ensure deadlines are met
- Coordinate routing of approved shop drawings internally
- Verify project teams are working from current approved documents
Samples & Material Coordination
- Coordinate sample submissions and deliveries
- Track sample approvals and pending decisions
- Coordinate internally with engineering, purchasing, and PM teams regarding required materials and finishes
- Assist with tracking long-lead materials and vendor commitments
RFIs, Change Orders & Documentation
- Assist PMs with RFI tracking and documentation
- Maintain change order logs and status tracking
- Prepare basic project documentation packages for PM review
- Track pending decisions that may impact engineering, fabrication, or installation schedules
Scheduling & Internal Coordination
- Help track project milestones including:
- Field measurements
- Shop drawing approvals
- Material deliveries
- Engineering release dates
- Stage dates
- Installation dates
- Coordinate communication between PMs, engineering, production, and field teams
- Escalate schedule risks or missing information to PMs immediately
Billing & Closeout Support
- Assist PMs with collecting backup documentation for billing
- Help organize closeout documents including:
- Warranty documents
- O&M manuals
- As-builts
- Final punch documentation
- Track closeout requirements and deadlines
Required Skills & Qualifications
- Strong organizational and time management skills
- High attention to detail
- Ability to manage multiple projects simultaneously
- Strong written and verbal communication skills
- Comfortable working in a fast-paced environment with shifting priorities
- Proficient in Microsoft Office Suite
- Ability to learn ERP/project management software quickly
- Ability to follow established systems and processes consistently
Preferred Experience
- Experience in construction, manufacturing, millwork, cabinetry, or related industries preferred
- Experience with submittals, RFIs, shop drawings, or construction documentation preferred
- Experience using ERP or project management software preferred
- Experience supporting multiple project managers is highly preferred
Performance Expectations
Success in this role is measured by:
- Accuracy of project documentation
- Timeliness of submittals and tracking updates
- Responsiveness to PM and operations requests
- Organization and maintenance of project records
- Reduction of administrative workload on PMs
- Ability to proactively identify missing information or bottlenecks before they impact production or schedule
Key Traits for Success
- Organized
- Urgent
- Resourceful
- Accountable
- Calm under pressure
- Detail-oriented
- Team-oriented
- Process-driven
- Strong follow-through
Career Path Opportunities
Potential growth opportunities may include:
- Assistant Project Manager
- Project Manager
- Senior Project Coordinator
- Project Controls / Scheduling
Why AWD
Architectural Wood Design is a rapidly growing commercial millwork manufacturer focused on high-end custom interiors and long-term client relationships. We combine manufacturing discipline with construction execution, creating a fast-moving environment where strong systems, accountability, and teamwork matter.
Our team is building something substantial, and we are looking for people who want to grow with it.
Pay: $22.00 - $27.00 per hour
Work Location: In person
