Project Coordinator

VALCOURT EXTERIOR BUILDING SERVICES OF NEW JERSEY L C; Millstone Township (NJ); On-site; USD 55,000 - 65,000; Full time

Job summary

VALCOURT EXTERIOR BUILDING SERVICES OF NEW JERSEY L C is seeking a Project Coordinator in Millstone Township, NJ. The role emphasizes accurate task completion, high-quality work, and meticulous attention to detail.

The coordinator will manage contract documents, submittals, budgets, and job logs, while collaborating with project managers to ensure timely startup and completion of projects. Strong MS Office and accounting knowledge are essential.

Qualifications

• Minimum of 2-5 years of experience as a Project Coordinator or similar role.
• Experience with accounting procedures.
• Proficiency in MS Office and Teams.
• Ability to learn new software quickly.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Strong organizational skills.
• Excellent problem-solving skills.
• Ability to work independently.
• Ability to work as part of a team.
• Highly developed attention to detail.
• Strong analytical skills.
• Ability to work under pressure.

Responsibilities

• Prepare and provide all contract documents and estimating backups to Project Managers.
• Familiarize yourself with administrative requirements of contracts; collect tax-exempt forms as needed.
• Schedule internal startup meetings and prepare for job startup.
• Develop and provide project submittals to client with Project Manager.
• Structure and enter estimator's budget and Project Manager's budget into accounting database.
• Structure and enter the accounts receivable schedule of values and formatting into the accounting database.
• Fill out city permit applications for building, encroachment, parking, etc., with Project Managers.
• Ensure subcontractors have current insurance on file and provide certificates to client as needed.
• Prepare client change orders and track budgets in the accounting system.
• Draft subcontract agreements and change orders; reference all documents and provide redacted copies to subs.
• Confirm billed amounts with Project Manager and submit Subcontractor Work Orders for approval/payment.
• Maintain project logs (change orders, RFIs, submittals, costs to date, weekly client reports).
• Maintain active job files with all contracts, permits, inspection reports.
• Update project budgets in accounting database.
• Submit invoices on contractually required dates; provide lien waivers when required.

Skills

MS Office

Teams

Verbal communication

Written communication

Organizational skills

Analytical skills

Problem solving

Attention to detail

Independent work

Team collaboration

Tools

MS Office

Teams

Job description

Job Details: Job Location: VALCOURT EXTERIOR NJ MST - Millstone Township, NJ 08535, Salary Range: $55,000.00 - $65,000.00 Salary, The Project Coordinator is responsible for effective and efficient completion of tasks and ensuring tasks are performed with high quality and attention to detail.

PRECONSTRUCTION TASKS

• Documents to Project Managers: Provide all contract documents and estimating backup documents to Project Managers.
• Contract Terms Awareness: Become familiar with the administrative requirements of the contract documents. Request and collect tax-exempt forms, as required.
• Job Startup Preparation: Prepare for job startup including scheduling internal startup meeting.
• Submittals: Work with Project Manager to develop and provide project submittals to client.
• Estimator’s Budget: Work with Project Manager to structure and enter the estimator’s budget and Project Manager’s budget into the accounting database.
• Schedule of Values: Work with Project Manager to structure and enter the accounts receivable schedule of values into the accounting database and formatting of AIA Schedule of Values.

ONGOING PROJECT TASKS

• City Permits: Work with Project Managers to fill out applications for City permits for building, encroachment, parking, etc.
• Subcontractor Insurance: Check with insurance administrator to ensure subcontractors have current insurance on file that conforms to the prime contract prior to their work commencement. Provide approved certificates of insurance to client, as needed.
• Change Orders: Work with the Project Managers to prepare client change orders. Enter and track change orders including budgets within accounting database.
• Subcontract Agreements: Draft subcontract agreements and subcontract change orders as requested by Project Manager. Properly reference all contract documents and provide redacted copies to sub along with the subcontractor agreement.
• Subcontractor Invoices: Work with the Project Manager to confirm billed amounts are accurate, create Subcontractor Work Orders and Submit for approval/payment.
• Project Logs: Maintain project logs including change order log, request for information log, submittal log, billing and costs to date log, client weekly status reports, etc.
• Active Jobs File Maintenance: Maintain active job files including all contract and construction documents, permit copies, special inspection reports, etc.
• Budget Maintenance: Work with Project Managers to update project budgets within accounting database.
• Accounts Receivable Invoices: Submit invoices to clients on dates required by contract or required by client, including providing proper lien waivers if required by contract.

PROJECT COMPLETION TASKS

• Closeout Documents: Prepare closeout documents per contract requirements.
• Make Jobs Inactive: Clean up jobs and make them inactive in our accounting database and in the Production folder at appropriate times.

Qualifications

• Minimum of 2-5 years of experience as a Project Coordinator or similar role
• Experience with accounting procedures
• Proficiency in MS Office and Teams
• Ability to learn new software quickly
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Strong organizational skills
• Excellent problem-solving skills
• Ability to work independently
• Ability to work as part of a team
• Highly developed attention to detail
• Strong analytical skills
• Ability to work under pressure

Our company is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status. We strive to attract, develop, and retain the most talented individuals, regardless of their background or characteristics. All employment decisions are based on merit, qualifications, and business needs.