Project Coordinator

Westphal & Company; Madison (WI); On-site; USD 48,000 - 64,000; Full time

Job summary

Westphal & Co. in Madison, WI seeks a highly organized Project Coordinator to support our staff and field teams in coordinating and executing construction projects, with a focus on keeping work on schedule and within budget.

You will assist in planning, executing, and closing projects, maintain project documentation, manage logs, prepare reports, and help with subcontracting, RFI, submittals, and closeout activities across multiple ongoing projects.

Qualifications

• 2–5 years of administrative experience in the construction industry preferred.
• Strong problem-solving abilities and professional diplomacy with confidential information.
• Excellent verbal and written communication skills, both internally and with clients.
• Ability to organize work, manage multiple tasks, and support field staff.

Responsibilities

• Support PM team with project startup activities and documentation.
• Assist with purchase orders, permits, and scheduling using MS Project.
• Maintain logs for shop drawings, RFIs, and submittals.
• Prepare reports and assist with closeout documentation and warranties.
• Coordinate communications and office activities for DBQ branch.

Skills

Administrative Experience

Problem-solving

Attention to detail

Confidentiality

Communication skills

Tools

Autodesk Build

Microsoft Project

Job description

Founded in 1931, Westphal & Co. is a full service electrical & technology contractor serving the Midwest and selected domestic markets from our headquarters in Madison, WI. Our primary markets include governmental, commercial, industrial, health care, and energy. We have both PE’s and RCDD’s on staff. The company performs work on everything from residential projects to the largest industrial projects. Our Globalcom Technologies division is a technology contractor specializing in structured cabling, security/CCTV, and cellular enhancement projects. In addition to construction, we also provide full preconstruction, design build services, Building Information Modeling (BIM), and prefabrication. Westphal & Co. Inc., is an Equal Opportunity Employer.

Job Summary:

We are seeking a highly organized and detail-orientated Project Coordinator to support our staff and construction field staff on various tasks regarding the coordination and execution of construction projects. The project coordinator will assist in planning, executing, and closing projects while ensuring completion on time and within budget.

Essential Duties:
Understand and uphold company policies, as well as maintain competency in the procedures, work instructions, and other documentation required for safely, effectively, and correctly performing the duties specified below:

Supports the Company’s Project Management Team including:

• Facilitates project start up activities such as Autodesk Build site set up and organizing project documentation
• Assists with creating purchase orders as required
• Applies for electrical permits on multiple platforms
• Assists with construction scheduling using Microsoft Project
• Creates, expedites and maintains logs for formal construction documents including: shop drawing submittals, requests for information, daily reports, change orders and other job specific requests
• Writes subcontracts and collets COI’s, safety prequalification certifications and relays to the customer
• Updates construction drawings from GC’s platform to Westphal’s internal platform
• Composes and manages project correspondence
• Develops, implements and tracks Quality Assurance/Quality Control procedures, documents, logs and issues
• Creates equipment directories, labels and tags
• Prepares project reports for management, project stakeholders or our client
• Expedites job closeout activities including: outstanding shop drawing submittals, operation and maintenance manuals, affidavits, warranty letters, manufacturer start-up procedures, owner trainings or any additional project documentation required during the closeout process
• Updating historical cost database upon project completion
• Performs other duties as requested by Foreman or Project Management Team
• Help coordinate office gatherings and events for the DBQ branch.

Qualifications & Experience:

• 2 – 5 years of Administrative Experience, Construction Industry – Preferred
• Strong problem-solving abilities.
• High attention to detail and ability to manage confidential information with professionalism and diplomacy.
• Excellent verbal and written communication skills.

Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment:
Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer, including disabled and veterans.