Project Coordinator

ArchKey Solutions LLC; Clinton (MD); On-site; USD 52,000 - 62,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off & holidays

Tuition reimbursement

Job summary

ArchKey Solutions LLC is seeking a detail‑oriented Project Coordinator to support estimating and project administration from our out‑of‑state operations. The role focuses on document control, RFQ/RFP coordination, and workflow management within the estimating department, collaborating with estimators, project managers, vendors and field personnel.

Responsibilities include start‑up tracking, reporting, SOP development and ensuring timely, accurate data in estimating systems.

Qualifications

• Associate degree or equivalent in construction management or related field.
• Superior communication skills both verbal and written.
• Outstanding interpersonal including high-quality documentation and report preparation.
• Must pay strong attention to detail and ensure maximum quality of work.
• Some experience working with estimating team and supporting estimating department with administrative duties.

Responsibilities

• Create reports and manage document control within an estimating environment.
• Coordinate RFQs/RFPs with vendors and subcontractors and track quotes.
• Maintain organized workflow and archiving for estimating projects.
• Act as primary contact for vendors and assist in assembling Bills of Materials.
• Assist preconstruction team on vendor development and SOP documentation.
• Prepare project status reports and meeting minutes; support travel arrangements as needed.
• Communicate effectively with field staff, vendors, co-workers and clients.

Skills

Communication skills

Interpersonal skills

Documentation

Report preparation

Attention to detail

LEAN / continuous improvement

Team collaboration

Education

Associate degree or equivalent

Job description

ArchKey Solutions

Project Coordinator

Description

PROJECT COORDINATOR
This position is located out of Fenton, MO.

About ArchKey

ArchKey is one of the nations largest privately held specialty trade installation and integrated facility service companies. We are a leader in designing, building and maintaining electrical, technologies and specialty systems. Were the POWER behind making the improbable possible. Were electrifying the nation, energizing the future and bringing communities to life like never before. What we do today shapes the vision of tomorrow. Our work impacts lives long after the building is done. This means we are committed to building in ways that are not just technologically advanced, but sustainable, scalable and equitable by all. Were not just energizing infrastructure, were energizing careers, communities, and the future. Made up of the brightest minds in the industry, our team is our greatest asset bringing knowledge, skills, and experience to every project. This is more than a call to join us, its an invitation to be part of a visionary journey, to grow with us as we scale.

About the position

Responsible for creating reports, document control, management of Request f or Quotations and other estimating administrative support functions in an assigned division or function. Provides a variety of support as needed, including coordination of all estimating projects vendor and subcontractor quotes. This position facilitates an organized workflow within the estimating department, in alignment with all company policies, procedures, key objectives and regulations.

Our Ideal Candidate

• Highly organized and detail-oriented professional with experience managing estimating documentation, project setup, document control, and tracking multiple deadlines simultaneously while maintaining accuracy in fast-paced construction or preconstruction environments.
• Strong vendor and subcontractor coordination skills, including distributing and managing RFQs/RFPs, following up on quotes, verifying completeness of submissions, and ensuring all pricing information is received on time to support estimate development.
• Proficient in reporting, data management, and process improvement, with the ability to maintain estimating databases, archive project information, generate status reports, develop SOPs, and create workflows that improve department efficiency and accountability.
• Excellent communicator and team collaborator who can effectively work with estimators, project managers, vendors, subcontractors, and field personnel while supporting meetings, documenting action items, and providing exceptional administrative support throughout the estimating lifecycle.

Day in the life

• Provides estimate start-up support and task tracking including document management, project set-up, tea, scheduling, etc. Ensure accurate and timely tracking information is entered and maintained in appropriate systems and communicates appropriately with management and other staff members. Issues updated reports as requested
• Manages and distributes Request for Proposals (RFPs) and Request for Quotations (RFQs) to subcontractors and vendors. Verifies returned documents are complete and fully comply with request.
• Performs project close-out tasks including estimate archiving, historic data collection, transmitting data to the estimating team for use in future estimate development.
• If appropriate, functions as a primary point of contact for vendors requiring service. Ensures quotes are submitted on time and complete. Assists estimating staff in assembling project Bill of Material for suppliers and subcontractors.
• If appropriate, coordinates with preconstruction team on vendor development and selection.
• Assists staff with documentation of Standard Operating Procedures (SOPs), prepares project status reports and weekly workflow reports.
• May participate in project status meetings and assist in developing meeting minutes for distribution. Manages travel arrangements for project team members as needed.

• Updates processes and procedures, creates checklists and accountability documents, and communicates effectively via telephone, email, and face to face with field staff, vendors, co-workers, and customers.

• Consistently make decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.

• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high-quality service s and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Minimum Qualifications

• Associate degree or equivalent work experience in construction management or related field.
• Superior communication skills both verbal and written .
• Outstanding interpersonal including high-quality documentation and report preparation.
• Must pay strong attention to detail and ensure maximum quality of work throughout the lifecycle of each project.
• Some experience working with estimating team and supporting estimating department with administrative duties.

Travel

• Occasional travel to job sites is required

Benefits

At ArchKey Solutions, our benefits package includes competitive health insurance options (medical, dental, and vision), a robust 401(k) retirement savings plan with employer match, paid time off and holidays, and access to wellness programs. Additionally, we offer professional development opportunities, tuition reimbursement, and employee assistance programs to support your growth and well-being. We ensure that our benefits are designed to promote the health, security, and work-life balance of our employees. Additional information is available at Archkey.com.

Legal & Fraud Disclaimer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are an Affi... #MO1-10