Project Coordinator

Daniels-Construction; Madison (WI); On-site; USD 48,000 - 64,000; Full time

Job summary

Daniels-Construction in Madison, WI is seeking a Project Coordinator to support the project management team by organizing documentation, coordinating communications, and maintaining systems for smooth project execution.

You will help with job setup, document control in Procore or E-Builder, submittals, and logs; attend meetings, draft RFIs and purchase orders, and track progress and financials under the PM.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• 3+ years of administrative or construction-support experience.
• Strong computer proficiency, especially MS Office (Word, Excel, Outlook).
• Familiarity with project management platforms such as Procore or E-Builder is a plus.
• Ability to manage multiple tasks and collaborate across project teams.
• Excellent communication, organization, and time-management skills.

Responsibilities

• Support planning and document control for projects; maintain organized files and logs.
• Assist with job setup, startup meetings, and distribution of project materials.
• Attend jobsite and progress meetings; take and distribute minutes.
• Prepare RFIs, subcontracts, permits, and other project docs.
• Track daily reports, subcontractor deliverables, and contract requirements.
• Support closeout by compiling warranties, inspections, and training materials.

Skills

Communication

Organization

Time management

Team collaboration

Multitasking

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Procore

E-Builder

Job description

The Project Coordinator (PC) supports project management team in organizing project documentation, facilitating communication, and maintaining systems to ensure smooth execution of construction projects. The PC plays an essential role in maintaining schedule and document control and supporting job closeout and reporting.

ESSENTIAL JOB FUNCTIONS

Demonstrate Company Values and Culture

• Represent the company’s core values: integrity, grit, family (teamwork), quality, and growth.
• Maintain professionalism, reliability, and consistency in all internal and external communications.
• Exhibit emotional intelligence, adaptability, and a commitment to learning and continuous improvement.

Project Planning and Document Control

• Assist with job setup and startup meeting documentation.
• Upload documents and organize digital project folders in systems such as Procore or E-Builder.
• Set up and maintain submittal logs and cost code structure in coordination with the PM/APM.
• Prepare and distribute subcontracts and other project startup materials.
• Maintain organized and current files, drawings, and specs on shared drives and project management platforms.

Project Execution Support

• Collect information from subcontractors and field personnel to help generate look-ahead schedules or updates.
• Attend jobsite and progress meetings as requested; take and distribute meeting minutes.
• Draft and distribute RFIs, purchase orders, permits, and other project documentation.
• Track daily reports, subcontractor deliverables, and contract requirements via E-Builder or other systems.
• Manage bid solicitation documentation for small business and diversity participation (SBE/MBE/DBE/etc.).
• Upload and maintain current permit records and drawing revisions.

Financial Documentation (under supervision of the Project Manager)

• Assist in submitting job budgets and schedules of value for upload to internal systems (e.g., Sage).
• Initiate and track Request for Quotes (RFQs) and Package Change Orders (PCOs) for approval.
• Log and track subcontractor commitments and approved change orders.
• Support preparation for monthly Work-In-Progress (WIP) meetings by updating job financial status.

Job Closeout

• Assist in compiling and submitting closeout packages including warranties, inspection documents, and training materials.
• Support coordination of punch lists and owner training schedules.
• Ensure all closeout documentation is complete and submitted according to contract requirements.

Qualifications (Including Education and Experience)

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 3+ years of experience in an administrative or construction-related support role preferred.
• Strong computer proficiency, especially in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with project management platforms such as Procore or E-Builder is a plus.
• Ability to manage multiple tasks and work collaboratively across project teams.
• Excellent communication, organization, and time-management skills.