Project Coordinator

Race Rock Group; Crowley (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Race Rock Group is seeking a detail-oriented Project Coordinator to serve as the central contact for jobsite personnel, the internal freight team, and management. You will coordinate delivery dates, track shipments, and maintain shipping documents to ensure on-time project completion.

This entry-to-mid-level role offers exposure to scheduling, stakeholder communication, and issue resolution, with opportunities to advance into a Project Manager role as growth opportunities arise.

Qualifications

• High school diploma or GED required.
• Experience with shipping documents (BOLs, PODs) and tracking shipments.
• Experience communicating with multiple parties (drivers, job sites, internal departments).
• Proficiency in Excel and Outlook; willingness to learn ERP/TMS systems.

Responsibilities

• Coordinate delivery requirements with jobsite personnel and internal freight coordinator.
• Maintain delivery schedules based on production status and transportation availability.
• Track shipments from release through delivery and provide status updates.
• Manage shipping documentation (BOLs, PODs, delivery confirmations) for invoicing and receiving.
• Coordinate with Accounting to confirm when structures have shipped complete and are ready for invoicing.
• Communicate delivery status and changes with jobsites, management, and freight teams.
• Identify and resolve delivery issues such as delays, missing structures, or damaged material.
• Maintain organized delivery records and provide status reports to management.

Skills

Planning and Scheduling

Problem Solving

Organization and Attention to Detail

Prioritization and Adaptability

Cross-Functional Communication

Accountability

Education

High school diploma or GED

Associate's degree or logistics coursework

Tools

Microsoft Excel

Outlook

ERP/TMS software

Job description

JOB SUMMARY:

This role serves as the central point of contact between jobsite personnel, the internal freight coordinator, Project Management, Sales, Production, and Accounting, ensuring deliveries are scheduled accurately, documented properly, and completed on time.

The position manages delivery schedules based on production status, structure readiness, jobsite requirements, and transportation availability. It also maintains shipping documentation (BOLs, PODs, and delivery confirmations), supports the order-to-invoice process by confirming when projects have shipped complete, and helps resolve delivery issues such as delays, missing structures, incorrect quantities, or damaged material. The Project Coordinator keeps organized delivery records and provides reliable status updates and reports to management and cross-functional teams.

This is an entry-to-mid-level role with a defined growth path. It offers hands‑on exposure to project scheduling, jobsite coordination, stakeholder communication, and issue resolution, which are the core skills of a Project Manager. Employees who demonstrate strong ownership, accuracy, and communication may be considered for advancement into a Project Manager role as opportunities arise.

Key Responsibilities:

1. Coordinate delivery requirements with jobsite personnel and the internal freight coordinator, including delivery dates, number of trucks per day, receiving hours, site restrictions, and required notifications.
2. Coordinate and maintain delivery schedules based on production status, structure readiness, jobsite requirements, and transportation availability.
3. Track shipments from release through delivery, maintaining accurate visibility of what has shipped, what remains outstanding, and project completion status.
4. Manage shipping documentation, including BOLs, PODs, delivery confirmations, and other documentation required for receiving and invoicing.
5. Coordinate with Accounting to confirm when structures/projects have shipped complete and are ready for invoicing and follow up on outstanding PODs.
6. Communicate delivery status and changes with jobsites, Project Management, Sales, Production, Accounting, and freight coordination, including delays, schedule changes, and delivery issues.
7. Identify and assist in resolving delivery issues, including missed or delayed deliveries, jobsite receiving limitations, missing structures, incorrect quantities, damaged material, or other discrepancies.
8. Maintain organized delivery records and provide status updates/reports to management and relevant departments.

MINIMUM JOB REQUIREMENTS:

Education and Experience

• High school diploma or GED required.
• Associate's degree or coursework in logistics, supply chain, or business is a plus, but not typically required if experience is there.

• One (1) to two (2) years in logistics, dispatch, shipping/receiving, production scheduling, or construction/manufacturing coordination.
• Hands‑on experience with shipping documents (BOLs, PODs, delivery tickets) and tracking shipments from release to delivery.
• Experience communicating with multiple parties at once (drivers, job sites, internal departments, customers).

Knowledge

• Basic understanding of freight and truck logistics: load capacity, delivery windows, receiving hours, site access limitations
• Familiarity with the order-to-invoice cycle, specifically that PODs and complete shipment confirmation trigger billing
• Awareness of jobsite constraints (crane availability, laydown space, delivery notification requirements)

Technical skills

• Proficiency in Microsoft Excel (tracking logs, status reports, filters, basic formulas) and Outlook.
• Comfort learning ERP, TMS, or project tracking software.
• Ability to maintain accurate, organized digital records.

Core competencies

• Planning and Scheduling
• Problem Solving
• Organization and Attention to Detail
• Prioritization and Adaptability
• Cross-Functional Communication
• Accountability

CONDITIONS OF EMPLOYMENT:

• Successful candidate must submit to a post-offer, pre-employment physical examination and medical-history check.

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Ability to sit at a computer for extended periods and handle phone-heavy work.
• Primarily office-based, with occasional plant or yard visits.
• Must be reachable and responsive during delivery hours, which may start early or include flexibility around urgent issues.

Equal Opportunity Statement: We are an Equal Opportunity Employer and make employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic.