Project Coordinator

Job Title:

Project Coordinator Job Description The Project Coordinator supports civil engineering, land surveying, and land development projects by maintaining organization, structure, and momentum from proposal through project completion. This role coordinates project setup, scheduling, documentation, financial tracking, and internal communication to ensure timely and accurate deliverables. The position suits a detail-oriented, solutions-focused professional who takes initiative, manages multiple priorities, and collaborates effectively with project teams, leadership, clients, and external stakeholders. Responsibilities Support Project Managers with daily tasks, key deadlines, and project deliverables to keep projects on schedule and within scope. Coordinate project schedules, milestones, bid dates, and permitting timelines, ensuring all parties understand upcoming requirements and due dates. Maintain and update task lists, action items, and follow-up logs to promote accountability and consistent progress across project teams. Prepare meeting agendas, record detailed meeting minutes, and distribute follow-up documentation to stakeholders in a timely manner. Track project budgets, monitor invoicing progress, and support compliance with contract terms and financial limits. Set up new projects in ERP systems and prepare contract submissions to ensure accurate and complete project initiation. Organize and maintain project files, drawings, contracts, and submittals in an orderly and accessible manner. Assist with preparation and submission of civil plans, surveys, zoning packages, plats, and permit applications in coordination with project teams. Manage document revisions and version control, routing documents for QA/QC review to maintain quality and consistency. Ensure all project documents align with company branding standards and support operational excellence documentation. Act as a communication liaison between clients, internal teams, subconsultants, utilities, and agencies to facilitate clear and timely information flow. Assist clients with understanding submission requirements, schedules, and deliverables, providing guidance and support throughout the project lifecycle. Maintain project dashboards, tracking logs, permitting records, and status reports to provide accurate and current project information. Coordinate updates for weekly project meetings and track outstanding agency comments, ensuring follow-up and resolution. Support workforce planning and staffing forecasts by providing accurate project status and resource information. Assist with proposal preparation, including fee tracking, contract setup, and project initiation documentation. Monitor contract limits, subconsultant amounts, change orders, and reimbursable expenses to support financial control and compliance. Prepare billing support documentation and coordinate with accounting on invoicing and accounts receivable follow-up. Manage company vehicle fleet documentation, ensuring timely completion of contracts, insurance, and subconsultant agreements. Demonstrate alignment with company core values in daily interactions and decision-making. Maintain accurate and timely project documentation, ensuring records are complete and up to date. Support Project Managers in meeting schedules and deliverables by proactively identifying issues and proposing solutions. Promote a collaborative, solution-oriented culture within project teams and across the organization. Contribute to continuous process improvement and system enhancements by identifying efficiencies and suggesting improvements. Participate in occasional field visits as needed to support project understanding and coordination, while maintaining a target utilization rate of 50-60%. Essential Skills Working knowledge of civil engineering and land surveying workflows. Ability to interpret engineering plans, surveys, and site development documents. Proficiency in Microsoft Office applications. Experience with project coordination, project administration, project tracking, and project reporting. Strong written and verbal communication skills. High level of organization with excellent attention to detail and follow-through. Comfort interacting with clients, municipalities, and vendors in a professional manner. Valid driver's license. Minimum of 2 years of project coordination or administrative support experience in an architecture, engineering, construction (A/E/C), or project-based environment. Additional Skills & Qualifications Experience with industry ERP software such as Deltek Ajera or Deltek Vantagepoint. Experience using Bluebeam for document review and markup. Associate or bachelor's degree preferred, or equivalent relevant experience. Experience supporting project managers and cross-functional teams in a professional services environment. Demonstrated ability to manage multiple priorities and deadlines simultaneously. Interest in contributing to continuous process improvement and system enhancements. Comfort with occasional field visits and working toward a target utilization rate of 50-60%. Work Environment This role supports civil engineering, surveying, and land development projects in a professional office and project-based environment. You will work closely with project managers, technical staff, clients, municipalities, subconsultants, and vendors, relying heavily on tools such as Microsoft Office, industry ERP software (e.g., Deltek Ajera or Vantagepoint), and Bluebeam. The position involves frequent coordination of schedules, documentation, and financial information, as well as regular participation in meetings and status updates. Occasional field visits may be required to support project understanding and coordination. The work culture emphasizes collaboration, clear communication, adherence to core values, and a solution-oriented mindset, with a focus on continuous improvement and operational excellence. Job Type & Location This is a Permanent position based out of Franklin, TN. Pay and Benefits The pay range for this position is $50000.00 - $60000.00/yr. 401k, PTO, health, dental, vision Workplace Type This is a fully onsite position in Franklin,TN. Application Deadline This position is anticipated to close on Jun 3, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.