Project Coordinator

Good Shepherd Fence Company; Indianapolis (IN); On-site; USD 40,000 - 60,000; Full time

Job summary

Good Shepherd Fence Company in Indianapolis is searching for a Project Coordinator to oversee project preparation and customer communication. This role is pivotal in ensuring that projects start on time by verifying necessary preparations, coordinating schedules, and managing customer interactions throughout the project lifecycle.

The successful candidate will support both the Operations Team and Project Manager in administrative tasks, ensuring seamless project execution. Skills in project management and effective communication are essential for success in this role.

Qualifications

• Experience with project management and scheduling.
• Strong communication skills for customer interactions.
• Ability to handle multiple tasks efficiently.

Responsibilities

• Ensure projects are ready before scheduled start dates.
• Maintain customer communication throughout the project lifecycle.
• Support the Operations Team with scheduling and administrative tasks.

Skills

Project management

Customer communication

Scheduling

Administrative support

Job description

Position Summary

The Project Coordinator is responsible for ensuring projects are fully prepared prior to scheduled start dates, maintaining customer communication throughout the project lifecycle, and supporting the Operations Team with scheduling and administrative coordination. This role serves as the central point of contact for project readiness and customer updates, helping projects start on time and reducing administrative burden on the Project Manager and Operations Director.

Reports To

Operations Director

Primary Responsibilities

Project Readiness Management

• Maintain a project readiness checklist for all upcoming jobs.
• Verify 811 locates have been requested and completed.
• Confirm permits (if applicable) are secured.
• Verify materials have been ordered, delivered, or scheduled for delivery.
• Confirm subcontractors are scheduled when needed.
• Ensure equipment and resources are available before start dates.
• Conduct readiness reviews 1–2 weeks before project start.

Customer Communication

• Contact customers prior to project start to confirm scheduling.
• Notify customers of schedule changes or delays.
• Communicate material delays, weather impacts, or project issues.
• Serve as a customer liaison throughout the project lifecycle.
• Document all customer communications in CRM/project software.

Scheduling Support

• Assist Project Manager with maintaining project schedules.
• Monitor upcoming projects for potential conflicts or readiness concerns.
• Coordinate schedule adjustments and communicate updates internally and externally.

Administrative & Operations Support

• Maintain project files and documentation.
• Track project milestones and status updates.
• Prepare reports for Operations Director and Project Manager.
• Follow up on outstanding items affecting project starts.

Call Overflow & Office Support

• Answer incoming calls during peak periods.
• Schedule estimate appointments.
• Route customer inquiries appropriately.
• Provide coverage during vacations, breaks, and high-volume periods.

Example Weekly Workflow

Monday

• Review all projects scheduled within the next 2–3 weeks.
• Update readiness checklist.
• Follow up on missing locates, permits, materials, or customer approvals.

Daily

• Contact customers regarding upcoming starts.
• Handle schedule changes.
• Update project statuses.
• Assist with incoming calls.

Friday

• Conduct readiness review for the following week's projects.
• Meet with Operations Director and PM to discuss risks and concerns.