Project Coordinator

Description:

GENERAL POSITION SUMMARY

The Project Coordinator provides critical administrative and logistical support to ensure the smooth execution of demolition projects. This position acts as a central hub for project communication, documentation, and coordination. The Project Coordinator assists the Project Manager by maintaining accurate records, scheduling tasks, and ensuring timely completion of deliverables. This role is essential to maintaining operational efficiency and supporting the success of Hillen Demolition's projects.

MAJOR DUTIES & RESPONSIBILITIES

Project Administration and Coordination Organize and maintain all project-related documentation, including contracts, permits, and schedules. Coordinate meetings, prepare agendas, and distribute meeting minutes to relevant stakeholders. Track project deliverables and update project timelines to reflect current progress. Serve as a point of contact for internal and external stakeholders, ensuring timely communication of updates and requests. Logistics and Scheduling Assist with creating and maintaining project schedules, ensuring alignment with project goals and deadlines. Coordinate delivery of materials, equipment, and services to project sites in collaboration with the Project Manager. Monitor subcontractor schedules to confirm alignment with project milestones. Documentation and Reporting Prepare and submit project reports, including daily logs, status updates, and expense summaries. Ensure compliance with documentation requirements, including safety records, inspection reports, and certifications. Assist with preparing Requests for Information (RFIs), submittals, and change orders. Compliance and Safety Coordination Track project-specific safety training and certifications for employees and subcontractors. Maintain records of site inspections and follow up on corrective actions as necessary. Ensure project activities align with OSHA and local safety regulations. Financial Support Assist in tracking project budgets, expenses, and invoices to ensure financial compliance. Work with accounting to verify subcontractor payments and material costs. Review and process timesheets, expense reports, and change orders as directed.

Requirements:

REQUIRED JOB SKILLS & ABILITIES

Exceptional organizational skills with the ability to prioritize tasks effectively. Strong written and verbal communication skills for liaising with internal teams, clients, and subcontractors. High level of accuracy in managing records, schedules, and project documents. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software (e.g., Procore, Smartsheet). Ability to identify challenges and propose practical solutions in a timely manner. Ability to build positive relationships with diverse stakeholders and foster teamwork.

EDUCATION, KNOWLEDGE & EXPERIENCE

Associate degree in Business Administration, Construction Management, or a related field preferred; equivalent work experience considered. 1-3 years of experience in construction, demolition, or project coordination. Basic understanding of construction or demolition processes and terminology. OSHA 10-hour training certification preferred or ability to obtain within 90 days of hire. Valid driver's license and ability to travel to project sites as needed.

WORKING ENVIRONMENT & CONDITIONS

Standard office environment with frequent use of a computer and phone. Occasional visits to job sites with exposure to outdoor elements, noise, and dust. Personal protective equipment (PPE) must be worn during site visits. May involve light lifting (up to 25 pounds) and periods of standing or walking during site visits. Regular hours with occasional extended hours to meet project deadlines.

KNOWLEDGE, SKILLS AND ABILITIES

Strong understanding of project coordination processes, including scheduling, documentation, and reporting. Basic knowledge of construction or demolition techniques, safety practices, and equipment. Ability to quickly learn and adapt to new project management software and tools. Demonstrated ability to support team goals and maintain a positive work environment. Commitment to accuracy and thoroughness in completing tasks and maintaining records. Familiarity with local, state, and federal regulations related to construction and demolition. Strong analytical and problem-solving skills to identify and address project challenges effectively. Ability to multitask and manage competing priorities in a fast-paced environment.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.