Project Coordinator

Daniels Construction; Madison (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

Daniels Construction in Madison, WI is seeking a Project Coordinator to support the project management team with documentation, scheduling, and communication. You will help maintain project files, logs, and controls to ensure smooth execution of construction projects.

The role emphasizes collaboration across teams, careful attention to details, and timely preparation of reports, submittals, RFIs, and closeout materials. The position is office-based with on-site exposure to job sites.

Qualifications

• 3+ years of administrative or construction-related support experience.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with Procore or E-Builder is a plus.
• Strong communication, organization, and time-management skills.

Responsibilities

• Assist with job setup and startup meeting documentation.
• Upload documents and organize digital project folders in Procore or E-Builder.
• Set up and maintain submittal logs and cost code structure with PM/APM.
• Prepare and distribute subcontracts and startup materials.
• Attend jobsite and progress meetings; take and distribute minutes.
• Draft and distribute RFIs, purchase orders, permits, and other docs.
• Track daily reports, deliverables, and contract requirements via systems.
• Support closeout packages and owner training schedules.

Skills

Documentation management

Communication

Time management

Multi-tasking

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Procore

E-Builder

Microsoft Office

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.