Project Coordinator

Hallen Construction; Plainview (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Hallen Construction is seeking a Project Coordinator to support Project Managers, manage invoices, and maintain comprehensive project documentation across office and field settings.

You will coordinate RFIs, submittals, and meetings, ensuring accurate records and timely reporting. Proficiency with MS Office and SharePoint is expected, with Primavera P6 exposure a plus.

Qualifications

• Associate or bachelor's degree and 3 years of professional experience.
• Excellent communication with all levels of staff.
• Proficiency with Microsoft Office Suite preferred.
• Experience processing invoices and maintaining project documentation.
• Experience coordinating projects and schedules.
• Experience with Primavera P6 scheduling is a plus.

Responsibilities

• Support multiple Project Managers with day-to-day project and field duties.
• Process and track project invoices.
• Maintain project files and document control systems.
• Manage and track RFIs.
• Coordinate and manage project submittals.
• Prepare meeting agendas and record meeting minutes.
• Maintain accurate project records and documentation.
• Assist with project reporting, data entry and admin tasks.
• Coordinate communications between project teams, clients, vendors and stakeholders.
• Utilize SharePoint and other PM tools to organize project information.
• Assist with project scheduling and tracking.

Skills

Communication

Organization

Multitasking

Invoice processing

Project coordination

SharePoint

Education

Associate or bachelor's degree

3 years professional experience

Tools

Primavera P6

Microsoft Office

Job description

Hallen Construction is a leader and trusted name among major distribution contracting companies in the heavy construction industry, specializing in the installation, repair, and modernization of electric and natural gas infrastructure and major gas and electric transmission projects throughout NYC, Long Island and Westchester. For over 95 years Hallen continues to be dedicated to fostering a culture rooted in operational learning ensuring the safety of our teams.

Our parent company, Quanta Services, specializes in providing infrastructure solutions for the power, pipeline, industrial, and communications industries. In 2024, Quanta’s operating companies collectively achieved revenues of approximately $23 billion.

Position Overview:

The Project Coordinator will play a key role in maintaining project documentation, supporting project controls, and ensuring efficient communication across project teams.

Essential Job Functions:

• Support multiple Project Managers with day-to-day project and field duties.
• Process and track project invoices.
• Maintain project files and document control systems.
• Manage and track Requests for Information (RFIs).
• Coordinate and manage project submittals.
• Prepare meeting agendas and record meeting minutes.
• Maintain accurate project records and documentation.
• Assist with project reporting, data entry, and administrative support tasks.
• Coordinate communications between project teams, clients, vendors, and stakeholders.
• Utilize SharePoint and other project management tools to organize and maintain project information.
• Assist with project scheduling and project tracking activities as assigned.
• Other activities may be assigned by your manager.

Qualifications/ Requirements:

• Associate or bachelor's degree with 3 years of professional experience.
• Ability to communicate effectively and tactfully with all levels of employees.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) is preferred.
• Strong organizational and time management skills with the ability to prioritize.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience processing invoices and managing project documentation.
• One (1) year of project coordination, administrative, or project support experience is preferred.
• Experience with Primavera P6 scheduling software is an asset.
• Experience supporting construction, engineering, utility, or infrastructure projects is an asset.

Working Conditions:

• Office and field environment with frequent computer, mouse, and keyboard use
• Alternating between sitting or standing as needed
• Hearing, talking, reaching, grasping

Salary Range: $60,000 - $90,000

Note: This job description is not intended to be all inclusive or exclusive. At any time, employees may perform other related duties as required to meet the ongoing needs of the organization and participate in additional training(s).

The Hallen Construction Company is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.