Couto Construction is seeking a highly organized, customer-focused Project Coordinator to support our residential construction operations throughout Massachusetts and Rhode Island. This role serves as a critical link between customers, Project Managers, subcontractors, suppliers, and the accounting team to ensure projects are executed efficiently from contract signing through project completion.
The ideal candidate is an exceptional communicator with strong multitasking abilities, excellent attention to detail, and the ability to manage multiple projects simultaneously in a fast-paced environment. Experience in residential construction, project coordination, customer service, or office administration is highly preferred.
Key Responsibilities
Customer & Contract Coordination
- Review, validate, and process customer contracts for accuracy and completeness.
- Serve as a primary point of contact for Project Managers throughout the project lifecycle.
- Provide outstanding customer service by maintaining regular communication and responding promptly to inquiries.
- Coordinate project schedules, appointments, and milestones with customers.
- Communicate project updates, schedule changes, and delivery timelines to customers.
Project Scheduling & Coordination
- Coordinate project schedules with Project Managers, subcontractor crews, vendors, and customers.
- Monitor project timelines and proactively identify scheduling conflicts or delays.
- Adjust project stages and schedules as needed to maintain project progress.
- Participate in daily meetings with Project Managers to review project status, payment schedules, production updates, and upcoming activities.
- Ensure all project milestones and deadlines are accurately documented and tracked.
CRM & Documentation Management
- Maintain accurate and detailed project records within Zoho CRM.
- Enter project updates, notes, customer communications, and schedule changes into the CRM system.
- Process and document change orders, contract modifications, and project updates.
- Organize and maintain all project documentation, permits, contracts, specifications, and correspondence.
- Ensure all project information is current, complete, and accessible to the project team.
Procurement & Material Coordination
- Place special orders and coordinate material procurement with vendors and suppliers.
- Track all product orders and monitor delivery schedules.
- Coordinate deliveries with customers, suppliers, and installation crews.
- Verify receipt of materials and monitor deliveries to warehouse/shop locations.
- Follow up on backorders, shipping delays, and special-order items to minimize project disruptions.
Financial Administration
- Monitor project accounts receivable and outstanding customer balances.
- Collect customer deposits, progress payments, and final payments according to project schedules.
- Maintain accurate payment records and communicate payment status to management.
- Coordinate subcontractor payment processing with the accounting department.
- Assist Project Managers in tracking project budgets and payment schedules.
Team Collaboration
- Work closely with Project Managers to ensure smooth project execution.
- Coordinate communication among internal teams, subcontractors, vendors, and customers.
- Support operational efficiency by identifying opportunities to improve project workflows and processes.
- Maintain professionalism and a positive attitude while managing multiple priorities.
Qualifications
Required Skills & Experience
- 2+ years of experience in project coordination, construction administration, customer service, or a related field.
- Strong customer service and relationship management skills.
- Excellent organizational and multitasking abilities.
- Ability to prioritize and manage multiple projects simultaneously.
- Strong verbal and written communication skills.
- High attention to detail and problem-solving abilities.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and cloud-based software.
- Experience using CRM systems; Zoho CRM experience is strongly preferred.
- Ability to work independently and collaboratively within a team environment.
Preferred Qualifications
- Experience in residential construction, roofing, remodeling, siding, windows, solar, or home improvement industries.
- Knowledge of construction scheduling, subcontractor coordination, and material procurement.
- Experience with accounts receivable, payment collection, and project documentation management.
Core Competencies
- Customer Service Excellence
- Project Coordination
- Time Management
- Multitasking
- Communication Skills
- Organization & Documentation
- Problem Solving
- Attention to Detail
- Team Collaboration
- Technology Proficiency
What Success Looks Like
- Projects remain organized, documented, and on schedule.
- Customers receive exceptional communication and service throughout their projects.
- Project Managers have accurate, up-to-date project information.
- Materials, deliveries, and subcontractor schedules are coordinated efficiently.
- Payments, deposits, and project documentation are processed accurately and on time.
- CRM records are maintained with complete and accurate project data.
Job Type: Full-Time
Location: New Bedford, Massachusetts
Industry: Residential Construction
Compensation: $23-$28 an hour
Pay: $23.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
