Project Coordination & Documentation Specialist

ICES: Data, Discovery, Better Health; Abilene (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

ICES: Data, Discovery, Better Health seeks a Project Coordinator to support the Project Manager and Site Superintendents by coordinating project information, documentation, and communication throughout the project lifecycle.

You will help ensure proposals, purchase orders, work orders, subcontractor documentation, and job records are accurate, organized, and completed on time to support efficient project execution and customer invoicing.

Qualifications

• Associate's degree or equivalent in business administration, construction management, or related field preferred.
• 2+ years of experience in a project coordination, administrative, or document control role, ideally within construction or field services.
• Strong organizational skills with the ability to manage multiple documents, deadlines, and stakeholders simultaneously.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in handling proposals, purchase orders, and invoicing documentation.
• Ability to work collaboratively with project managers, site superintendents, subcontractors, and customers.
• Proficiency with project management, accounting, or scheduling software (e.g., Knowify or Joist) and Microsoft Office Suite.
• Ability to prioritize and follow through on tasks with minimal supervision.

Responsibilities

• Coordinate the flow of information and required documentation across active jobs.
• Facilitate timely responses to customer RFPs and RFQs.
• Work with the Project Manager to solicit and compile vendor and subcontractor quotes for proposals.
• Prepare and submit proposals in response to customer RFQs.
• Track and manage the receipt of POs and Work Orders issued by customers.
• Issue POs to subcontractors and vendors based on approved scopes of work.
• Coordinate receipt of required proof of work, job tickets, and other documentation from site crews and subcontractors.
• Organize and maintain accurate, up-to-date project documentation to support timely payments and invoicing.
• Monitor outstanding documentation and proactively follow up with internal teams, subcontractors, and customers to prevent delays.
• Maintain organized digital and/or physical files for all project- and job-related paperwork.
• Communicate regularly with the Project Manager, Site Supervisors, subcontractors, and customers to ensure information flows smoothly.
• Identify and escalate discrepancies or missing documentation that could delay payment or invoicing.
• Support other administrative and project-related tasks as needed.
• Perform other duties as assigned.

Skills

Strong organizational skills

Excellent written and verbal komunik?

Attention to detail

Collaborative teamwork

Prioritization and follow-through

Documentation management

Education

Associate's degree or equivalent in business administration, construction management, or related field

Tools

Knowify

Joist

Microsoft Office Suite

Job description

ICES: Data, Discovery, Better Health seeks a Project Coordinator to support the Project Manager and Site Superintendents by coordinating project information, documentation, and communication throughout the project lifecycle.

You will help ensure proposals, purchase orders, work orders, subcontractor documentation, and job records are accurate, organized, and completed on time to support efficient project execution and customer invoicing.