Project Coordinator

Best Roofing; Miami (FL); On-site; USD 52,000 - 68,000; Full time

Job summary

Best Roofing, a leading commercial roofing contractor in South Florida, seeks a Project Coordinator to support pre-construction through closeout. You will work closely with Project Managers, Construction Managers, and Field Operations to ensure projects are set up, documented, and executed according to our 31 Steps of Construction framework.

The role emphasizes organized communication across Sales, Operations, and Clients, precise records, and proactive workflow management.

Qualifications

• 2+ years of project coordination, administrative, or construction support experience preferred.
• Experience within construction, contracting, or project-based environments strongly preferred.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite and project management software systems.
• Strong problem-solving skills and proactive work approach.
• Bilingual English/Spanish preferred but not required.
• Demonstrates professionalism, accountability, and strong ethical standards.

Responsibilities

• Follow and support the Pre-Construction coordination processes and project setup.
• Provide administrative and operational support to Project Managers and Construction Managers.
• Assist with project closeout documentation and client communications.
• Maintain accurate project documentation and workflow tracking across systems.
• Support warranty registrations and inspections within project lifecycle.
• Ensure smooth handoffs between Sales, Project Management and Field Operations.

Skills

Project coordination

Administrative support

Construction industry experience

Organizational skills

Communication skills

Microsoft Office

Project management software

Bilingual English/Spanish

Tools

Microsoft Office

Project management software

Job description

Best Roofing has served as South Florida’s leading commercial roofing specialist since 1978. We are committed to excellence in safety, quality, and productivity while fostering a collaborative and growth-oriented workplace. As a family-owned company, we prioritize our people and our community, empowering employees to build meaningful careers while delivering exceptional service to our clients.

Through Best Roofing University, structured operational processes, and a culture centered on accountability and teamwork, we develop professionals who help build projects, and the future, the right way.

Role Overview:

The Project Coordinator plays a vital role in supporting the successful execution of commercial roofing projects from pre-construction through project closeout. This position serves as a key operational partner to Project Managers, Construction Managers, and Field Operations by ensuring projects are properly set up, coordinated, documented, and completed according to Best Roofing’s established processes.

The Project Coordinator ensures seamless communication between Sales, Operations, Field Teams, and Clients while maintaining accurate documentation and workflow execution aligned with Best Roofing’s 31 Steps of Construction framework.

This role is ideal for an organized, proactive professional seeking long-term growth within Construction Operations and Project Management.

Core Focus:

• Coordinate project setup and administrative execution from contract award through project closeout.
• Support Project Managers and Construction Managers to ensure operational readiness before field execution begins.
• Maintain accurate project workflows, documentation, and system updates across company platforms.
• Ensure seamless departmental handoffs between Sales, Project Management, and Field Operations.
• Support warranty compliance, inspections, and closeout documentation delivery.
• Contribute to a consistent, professional client experience throughout the project lifecycle.

Key Responsibilities:

Pre-Construction Coordination

• Follow and support execution of Best Roofing’s 31 Steps of Construction processes.
• Coordinate Sales-to-Operations and Project Management-to-Field Pass-Off meetings.
• Attend pass-off meetings and document meeting minutes for SharePoint records.
• Maintain accurate project behavior dates and workflow tracking within project management systems.
• Set up projects in internal platforms including HubSpot PM, SharePoint, and CompanyCam.
• Establish digital project folders and ensure proper documentation storage standards.
• Create project management workflow entries from awarded sales opportunities.
• Assist with the permitting process, including ordering engineering and putting together permit packages as needed.

Operations & Project Support

• Provide administrative and operational support to Project Managers and Construction Managers.
• Coordinate warranty registrations and manufacturer inspection scheduling.
• Assist Construction Managers in achieving warranty and manufacturer compliance requirements.
• Present Best Roofing’s Umbrella Roof Maintenance & Warranty Program to clients.
• Maintain accurate records to support operational scheduling and execution.
• Support ongoing communication between internal teams and project stakeholders.
• Calling inspections and providing inspection status updates as required.

Project Closeout Management

• Prepare professional project Close-Out Books and final documentation packages, including documentation reflecting permit closure on the city/municipality websites.
• Coordinate client delivery of closeout materials in partnership with Marketing.
• Obtain client correspondence and project completion documentation.
• Request and file Notice of Termination (NOT) after receipt of final payment.
• Ensure projects transition successfully from active construction to completion status.

Operational Excellence

• Manage daily workflow assignments and ensure timely completion of tasks.
• Maintain organized and audit-ready project documentation.
• Participate in Best Roofing University training and continuous improvement initiatives.
• Perform additional operational duties as needed to support Construction Operations.

How We Measure Success:

Project Setup & Coordination

• Projects fully set up prior to field mobilization.
• Pass-Off meetings scheduled and documented on time.

Workflow & Documentation Accuracy

• 100% of project documentation is properly maintained in company systems.
• Tasks completed within established workflow timelines.

Operational Support & Scheduling

• Projects support Construction Department master schedule without administrative delays.
• Positive feedback from Project Managers and Construction Managers regarding coordination effectiveness.

Client Experience & Closeout

• Close-Out Books completed and delivered within established timeframe.
• Warranty registrations and inspections completed without delays.
• Active participation in Best Roofing University learning sessions.
• Demonstrated process improvement contributions annually.

Skills & Experience:

• 2+ years of project coordination, administrative, or construction support experience preferred.
• Experience within construction, contracting, or project-based environments strongly preferred.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite and project management software systems.
• Strong problem-solving skills and proactive work approach.
• Bilingual English/Spanish preferred but not required.
• Demonstrates professionalism, accountability, and strong ethical standards.