Project Coordinator

Summary:

The Project Coordinator provides administrative, financial, and operational support throughout the project lifecycle, from project setup through final closeout. This position serves as a key link between Project Managers, Operations, Field Personnel, Purchasing, Accounting, vendors, and customers, ensuring projects are properly documented and that revenue, costs, and billings are appropriately recognized. The successful candidate is organized, detail-oriented, proactive, and comfortable working with multiple projects, deadlines, and stakeholders. This position requires the ability to understand percent-complete revenue recognition, review contractual requirements, identify discrepancies, follow up on outstanding items, and escalate issues when appropriate.

Essential Duties and Responsibilities:

· Review contracts, proposals, purchase orders, change orders, and other project documentation for administrative requirements. · Set up new projects in the ERP system and ensure required project information is complete and accurate. · Maintain organized and accurate project files and communications throughout the project lifecycle. · Monitor project costs and ensure labor, materials, subcontractors, equipment, and other costs are recorded timely and accurately. · Review project transactions and identify missing, unusual, or potentially incorrect costs. · Participate in project meetings and maintain action item follow-up as needed. · Monitor committed costs and purchase orders against project budgets. · Track equipment and material orders and follow up on outstanding invoices and receipts. · Assist with identifying costs that have been incurred but have not yet been recorded. · Coordinate project billing in accordance with contracts, purchase orders, and customer requirements. · Monitor project billing status and identify projects with delayed or incomplete billing. · Assist with resolving customer billing questions and accounts receivable collections. · Coordinate billing adjustments, credits, retainage, and other project-related accounting matters. · Maintain awareness of project backlog and unbilled work. · Prepare and process purchase orders in accordance with company procedures. · Prepare subcontractor agreements and request required documentation from subcontractors. · Follow up with vendors regarding order status, invoices, and delivery requirements. · Coordinate with Project Managers regarding material availability and delivery schedules. · Assist in ensuring project purchases are properly assigned to the correct project. · Assist Project Managers with project closeout activities. · Verify that final costs, purchase orders, invoices, and billings have been processed. · Ensure required project documentation is complete and properly maintained. · Assist with final customer billing, retainage processing, and collection of outstanding receivables. · Identify and follow up on open items preventing timely project closeout. · Support process improvement initiatives within Operations and Finance. · Follow company policies, procedures, and internal controls. · Perform other duties and special projects as assigned.

Experience and Skills:

· Associate degree or bachelor's degree in Business, Accounting, Construction Management, or a related field preferred. · Three (3) or more years of experience in project administration, project coordination, construction, HVAC/mechanical contracting, accounting, billing, or a related field. Relevant industry experience may be substituted for a degree. · Experience with ERP, accounting, or project management systems preferred. · Proficient in Microsoft Office applications, with advanced proficiency in Microsoft Excel preferred. · Strong organizational, communication, and problem-solving skills. · Detail-oriented with the ability to manage multiple priorities and deadlines. · Ability to work independently, take ownership of responsibilities, and follow through on initiatives. · Ability to learn new systems and processes quickly. · Construction or HVAC/mechanical industry experience preferred.

Physical Demands/Work Environment:

· Work is performed primarily in an office environment. · Prolonged periods of sitting at a desk while working on a computer. · Frequent use of hands and fingers to operate a computer, keyboard, calculator, and other office equipment. · Occasionally required to stand, walk, reach with hands and arms, and lift or carry office supplies weighing up to ten (10) pounds. · Visual acuity required to read and interpret contracts, financial reports, spreadsheets, and computer screens. · Hearing ability required to communicate effectively with employees, customers, vendors, and subcontractors. · Ability to use a telephone and computer for extended periods throughout the workday.