Project Coordinator Manager

Lead People. Scale & Perfect the Process.

The Project Coordinator Manager is accountable for the overall effectiveness of RJM Construction's Project Coordinator function. This role leads and develops the Project Coordinator team, establishes consistent operating standards, aligns staffing with project demand, manages performance and career development, and ensures project administrative processes are completed accurately, consistently, and efficiently. The Manager partners with Project Management, Accounting, Preconstruction, Risk, Field Operations, and other departments to clarify responsibilities, strengthen handoffs, manage operational risk, and expand the PC function in a controlled and sustainable manner.

Headquartered in the Twin Cities, RJM Construction has more than 150 staff members and an annual construction volume of $256 million. We specialize in community, healthcare, corporate, and multifamily projects, serving clients throughout Minnesota and neighboring states. Our expertise includes general contracting, construction management, design-build, and preconstruction services. If you want to be at the forefront of building your career - let's talk!

People Leadership and Talent Management

• Provide direct supervision for the Lead Project Coordinator and Project Coordinator team, with reporting relationships adjusted as approved by department leadership.
• Establish clear team and individual expectations, goals, accountability, and service standards.
• Lead hiring, onboarding, performance reviews, recognition, coaching, development planning, corrective action, and succession planning in partnership with Human Resources and department leadership.
• Create an inclusive, accountable, team-oriented culture aligned with RJM FOCUS behaviors.

Capacity Planning and Work Allocation

• Monitor current workload, backlog, project complexity, staff capability, and upcoming starts to forecast PC staffing and capacity needs.
• Approve project assignments and workload balancing based on business priorities, project risk, employee capability, continuity, and development opportunities.
• Establish backup and coverage plans for absences, peak workload, and critical project milestones.
• Escalate resource constraints and recommend hiring, reassignment, temporary support, or process changes.

Operating Standards, Quality, and Risk

• Own and continuously improve PC procedures, workflows, templates, checklists, role expectations, and system-use standards from project startup through closeout.
• Establish quality-control practices, including periodic reviews of project records, logs, contracts, change documentation, compliance records, billing support, document control, and closeout status.
• Identify recurring errors, missed handoffs, or inconsistent practices and implement corrective training, process changes, and follow-up verification.
• Ensure material project or operational risks are promptly communicated and escalated to the appropriate Project Manager, Project Executive, Director of Project Management, or functional leader.

Training, Career Development, and Succession

• Own the PC competency and career progression framework, including expectations for PC I, PC II, advanced/senior assignments, and Lead PC.
• Establish and maintain structured onboarding and technical training programs; partner with the Lead PC and subject matter experts to deliver training and verify proficiency.
• Conduct readiness assessments and development planning to prepare employees for expanded responsibility and future leadership roles.
• Maintain cross-training plans to reduce single points of failure and strengthen team flexibility.

Cross-Functional Governance and Role Expansion

• Maintain clear responsibilities, handoffs, decision rights, and escalation protocols among PCs, PEs, PMs, PXs, Accounting, Preconstruction, Risk, and Field Operations.
• Lead evaluation and phased implementation of expanded PC responsibilities, including workload assessment, pilot selection, training, documentation, controls, and post-implementation review.
• Ensure ownership is unambiguous when multiple roles support the same project function, reducing duplication, missed work, and assumptions that another role completed the task.
• Coordinate implementation of approved expanded responsibilities such as lien-waiver support, change-order follow-up, billing reminders, AR tracking support, bid-document filing, subcontract scope distribution, document-control enhancements, defined submittal support, and procurement-log support.

Performance Management and Continuous Improvement

• Develop and monitor practical department indicators for timeliness, accuracy, workload, compliance, process adoption, training progress, project support, and internal service.
• Use trends and stakeholder feedback to prioritize staffing, training, technology, and process improvements.
• Champion approved improvements and ensure procedures, systems, training, and accountability are updated before implementation.
• Report PC team performance, risks, resource needs, and improvement priorities to Project Management leadership.

Technical and Business Support

• Serve as the management escalation point for complex PC process questions and determine when subject matter experts or functional leaders must be engaged.
• Maintain working knowledge of project startup, contracts, subcontracts, change orders, RFIs, submittals, insurance, bonding, permitting, compliance, invoicing, cost tracking, document control, and closeout.
• Provide direct project coordination support only on an exception basis to maintain continuity during significant staffing constraints, address critical business needs, or evaluate process effectiveness.

Qualifications

Technical Competencies

• Advanced knowledge of construction project administration and the project lifecycle from startup through closeout.
• Strong working knowledge of Procore, Viewpoint Vista/Viewpoint One, Bluebeam Revu, DocuSign, and Microsoft 365, or comparable systems.
• Ability to design practical workflows, controls, dashboards, training, and quality-review practices.
• Ability to interpret contracts, procedures, compliance requirements, and project documentation sufficiently to identify process risk and route technical decisions appropriately.
• Strong capacity planning, prioritization, change-management, and cross-functional problem-solving skills.

Leadership and Behavioral Competencies

Foster Relationships

Builds trust and durable partnerships across project teams and support functions.

Own the Outcome

Accepts accountability for team performance, standards, follow-through, and results.

Communicate with Urgency

Communicates expectations, risk, decisions, and escalation needs clearly and promptly.

Understand Client Needs

Anticipates the needs of project teams, internal partners, trade partners, and clients.

Surpass Expectations

Creates measurable improvements in quality, consistency, responsiveness, and service.

People Leadership

Provides candid feedback, recognition, coaching, opportunity, and accountability.

Problem Solving & Adaptability

Builds buy-in, plans implementation, manages risk, and reinforces adoption.

Qualifications

Education

• High school diploma or equivalent required.
• Associate or bachelor's degree preferred; relevant experience may substitute for formal education.

Experience

• 7+ years of progressively responsible project coordination, construction administration, project operations, or related experience preferred.
• Construction industry experience strongly preferred, not required.
• 3+ years of demonstrated experience directly supervising, developing, and evaluating employees preferred.
• Demonstrated experience improving processes, leading change, balancing team capacity, and collaborating across departments.

Role Distinction

The Project Coordinator Manager owns the PC function. The Manager is accountable for people management, staffing and capacity, operating standards, quality assurance, career progression, role governance, performance indicators, and strategic improvement. The Lead PC provides day-to-day technical leadership, mentoring, training support, quality checks, and issue identification under the Manager's direction.

Why RJM?

• Join a collaborative, team-oriented culture where your contributions matter.
• A company committed to investing in your growth and future career success.

Compensation & Benefits:

The per anum base pay range is $98,000 - $125,000. The base rate may vary within the anticipated range based on factors such as the location of the position and the selected candidate's knowledge, skills and abilities. The position may be eligible for additional compensation that may include travel pay and/or a bonus or incentive program.

Benefits: medical, dental, vision, retirement plan with employer match, flexible spending account, health care savings account, life insurance, educational assistance/reimbursement, Paid Time Off (PTO), parenting leave benefits, short- and long-term disability, critical illness, accident, hospital indemnity, paid time for volunteer events, paid time for bereavement leave, life coaching, professional coaching and more.

RJM is an Equal Opportunity and Affirmative Action Employer.