Construction Project Coordinator: Detail-Driven, On-Site

Innovative Home Renovations (Design-Build); Seattle (WA); On-site; USD 47,000 - 55,000; Full time

Benefits offered by this job

Health, Dental, & Vision Insurance

401(k) retirement plan with Company 3%

Paid Time Off

10 paid holidays

Sick leave

ON-SITE Seattle NE Laurelhurst

All equipment provided

Coffee & snack bar

Job summary

Innovative Home Renovations (IHR) seeks a detail-oriented Project Coordinator to join our Seattle-based residential remodeling team. You will partner with interior designers, project managers, and site superintendents to keep projects on schedule, on budget, and fully documented from kickoff through close.

This role requires proactive follow-through, strong organization, and clear communication as you manage planning, documentation, procurement tracking, trade partner coordination, and client

Qualifications

• Proficiency with Microsoft Office and Smartsheet.
• Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders.
• Strong written and verbal communication skills — clear, professional, and consistent.
• Proactive follow-through: you don't wait to be asked twice, and you don't let things fall through the cracks.
• Ability to anticipate needs, adapt to changing priorities, and find solutions independently.
• Attention to detail and accuracy in documentation, scheduling, and financial administration.
• Comfort working in a fast-paced, collaborative environment with a small, close-knit team.
• Strong analytical skills with the ability to manage logistics, planning, and scheduling.
• Team player who can work closely with others and help co-workers, customers, and subcontractors achieve their goals.

Responsibilities

• Maintain and update all active Project Roadmaps and milestone schedules.
• Schedule client meetings, Trade Partner site visits, and service appointments throughout the project lifecycle.
• Send meeting invitations, reminders, and supporting documents to all parties.
• Communicate schedule changes promptly to clients, team members, and Trade Partners.
• Create and maintain organized project folders for every active project.
• Prepare and maintain the Initial Project Scope, Selections List, Design & Planning Stage Roadmap, and Build Stage Roadmap.
• Maintain the Client Design & Planning Stages Dashboard and Build Stage Client Dashboard.
• Ensure alignment among the Project Scope, Selections List, and Cost Analysis through all project changes and updates.
• Prepare client agreements and supporting documents; track agreement status and signatures.
• Maintain accurate, complete project documentation throughout the full project lifecycle.
• Assist the Interior Designer with selections management and order coordination.
• Procure approved materials and finishes; track orders from purchase through delivery.
• Monitor lead times and proactively notify the team of delays or substitution needs.
• Coordinate deliveries with suppliers and Trade Partners.
• Create and issue approved work order agreements to Trade Partners.
• Schedule Trade Partner work and site visits.
• Serve as the administrative point of contact for Trade Partners and suppliers.
• Track bids, agreements, and outstanding follow-up items.
• File invoices and receipts in the appropriate project folders.
• Prepare and submit payment requests for purchases outside the standard invoice workflow.
• Process AWR documentation and related administrative steps.
• Create and issue client invoices for initial payments, progress payments, final payments, AWRs, and hourly Design & Planning work.
• Communicate project updates to the Interior Designer/Project Manager and Site Superintendent.
• Follow up on outstanding action items with clients, suppliers, and Trade Partners.
• Keep clients informed and up to date throughout the project.
• Maintain the Projects inbox: organize, tag, pin, archive, and remove messages to keep communication current and actionable.
• Help identify and implement improvements to internal processes and workflows.
• Assist in developing and maintaining SOPs.
• Maintain organized project records and systems across all active and completed projects.

Skills

Organizational skills

Communication

Proactive follow-through

Attention to detail

Team player

Tools

Microsoft Office

Smartsheet

QuickBooks Online

PandaDoc

HubSpot

Job description

Innovative Home Renovations (IHR) seeks a detail-oriented Project Coordinator to join our Seattle-based residential remodeling team. You will partner with interior designers, project managers, and site superintendents to keep projects on schedule, on budget, and fully documented from kickoff through close.

This role requires proactive follow-through, strong organization, and clear communication as you manage planning, documentation, procurement tracking, trade partner coordination, and client