Project Coordinator

L&W Recruiting, Inc; Millstone Township (NJ); On-site; USD 52,000 - 76,000; Full time

Job summary

L&W Recruiting, Inc is seeking a detail-oriented Project Coordinator to support project administration from startup through closeout. You will prepare contract documents, manage submittals, track budgets, and maintain comprehensive project logs and files, working closely with Project Managers.

The role requires 2–5 years in a similar position, strong MS Office and Teams skills, and the ability to learn new software quickly.

Qualifications

• Minimum 2–5 years of experience as a Project Coordinator or similar role.
• Experience with accounting procedures.
• Proficiency in MS Office and Teams.

Responsibilities

• Prepare and provide contract documents and estimating backups to Project Managers.
• Become familiar with administrative contract requirements.
• Prepare for job startup including scheduling internal startup meetings.
• Develop and provide project submittals to clients.
• Structure and enter estimator's budget into the accounting database.
• Structure and enter accounts receivable schedule of values into the accounting database.
• Fill out applications for city permits for building, encroachment, parking, etc.
• Ensure subcontractors have current insurance and provide certificates of insurance as needed.
• Prepare client change orders and track budgets in the accounting database.
• Draft subcontract agreements and subcontract change orders with proper references.
• Confirm billed amounts with Project Manager and issue subcontractor work orders for approval.
• Maintain project logs (change orders, RFI logs, submittal logs, etc.).
• Maintain active job files with contract docs, permit copies, inspections, etc.
• Assist with updating project budgets in the accounting database.
• Submit client invoices as required, with lien waivers if required.

Skills

Verbal communication

Written communication

Organizational skills

Attention to detail

Analytical skills

Problem-solving

Teamwork

Independent work

Tools

MS Office

Teams

Job description

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 TASKSDocuments 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 TASKSCity 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 TASKSCloseout 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.Experience Requirements:Minimum of 2-5 years of experience as a Project Coordinator or similar roleExperience with accounting proceduresProficiency in MS Office and TeamsAbility to learn new software quicklyExcellent verbal and written communication skillsExcellent interpersonal skillsStrong organizational skillsExcellent problem-solving skillsAbility to work independentlyAbility to work as part of a teamHighly developed attention to detailStrong analytical skillsAbility to work under pressureOur 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.