Project Coordinator

The Project Coordinator is responsible for managing the post-award process from contract receipt through internal handoff to Operations and Billing. This role ensures that every project starts with accurate, compliant contracts, complete project details, and clear communication to all departments. Acting as both a contract compliance gatekeeper and a process owner, the Project Coordinator verifies terms, reconciles estimates, gathers client information, and prepares complete onboarding packages for a seamless project launch.

Key Responsibilities

Contract Review & Compliance Receive executed contracts and review them against the approved estimate for accuracy in scope, pricing, and terms. Identify and flag discrepancies, unfavorable clauses, or compliance concerns for estimator or management review. Maintain version-controlled, well-organized contract records for legal and operational use.

Client Onboarding & Kickoff Conduct a kickoff call with the client upon contract receipt to: Reconcile the estimate with the final contract (“true-up” process). Confirm and collect all contact information for key project stakeholders. Gather missing details such as site access, safety requirements, and special instructions.

Serve as the primary client point of contact during onboarding for clarifications and document collection. Request and pull permits for projects, as required. Internal Project Handoff Prepare two complete job packets: Operations Folder – Scope of work, project schedule notes, contact list, site details, and any special instructions for the Scheduler/Operations team.

Billing Folder – Executed contract, billing contacts, payment terms, and other financial documentation for the Billing department. Distribute onboarding packages to relevant departments and ensure receipt of all required information before mobilization. Ensure the accounting department is prepared for ongoing invoicing requirements.

Required Skills

& Experience 3+ years in construction administration, contract management, or project coordination. Strong computer skills, specifically MS Office. Excellent written and verbal communication skills. Strong organizational skills and ability to manage multiple onboarding processes simultaneously. Highly organized, comfortable creating structure and process from scratch.

Bachelor’s degree in a relevant field (e.g. business, project management, law, etc.) Preferred Qualifications Experience in commercial construction or subcontracting. Knowledge of construction contracts and compliance requirements. Paralegal experience or formal training in contract review. Familiarity with CRMs or construction management platforms.

Understanding of lien waivers, insurance certificates, and project compliance documentation. CAPM, PMP, or similar certifications.