Project Coordinator

Valcourt Group; Stone Tavern (NJ); On-site; USD 55,000 - 80,000; Full time

Job summary

Valcourt Building Services is seeking a Project Coordinator to ensure efficient completion of tasks, maintain attention to detail, and support Project Managers with document control and accounting-related duties.

The role involves startup preparation, submittals, change orders, subcontract administration, invoicing, and file maintenance across active and closed projects. Excellent communication and organizational skills are essential.

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

• Provide all contract documents and estimating backup documents to Project Managers.
• Develop and provide project submittals to client.
• Enter and track change orders including budgets.
• Draft subcontract agreements and subcontract change orders.
• Submit invoices to clients on dates required by contract.
• Maintain project logs and active job files.
• Prepare closeout documents per contract requirements.

Skills

MS Office

Teams

Communication

Detail-oriented

Organization

Problem-solving

Teamwork

Independence

Job description

Job Description

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 TASKSo

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 TASKSo

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 TASKSo

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.

Experience Requirements:

• 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

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities.

Language Skills:

Ability to read, analyze and interpret technical and legal documents. Ability to respond to and resolve common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write professional business correspondence. Ability to effectively present information to co-workers, vendors, municipalities, and clients.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, talk, hear, and see. They may spend extended periods working at a desk, utilizing a computer and other office equipment.
• The employee frequently needs to use their hands to type, handle documents, and operate office tools. They may also need to reach with hands and arms to access files, supplies, or equipment.
• On occasion, the employee will be required to stand, walk, or move within the office or to other areas of the workplace.
• The employee must be able to lift and/or move up to 50 pounds, such as boxes of documents or office supplies.

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.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings. For 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings. For 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.