Project Coordinator

ppcpartnersexternal; Town of Wrightstown (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

PPC Partners seeks a detail-oriented Project Coordinator to serve as the communication hub among project managers, field technicians, and superintendents. You will coordinate permits, track resources, and assist with all aspects of project execution while supporting billing, documentation, and vendor relations.

The role emphasizes accurate scheduling, office operations, and proactive communication to ensure projects stay on time and within scope.

Qualifications

• Bachelor's Degree in Construction Management/Sciences, Engineering (Electrical, Mechanical, Building Science, etc.), or related.
• Prior experience in contracting, engineering, construction management, or a related field preferred.

Responsibilities

• Coordinate permits, inspections, digger's hotline tickets, and other site-related needs.
• Track job activity including materials, resources, equipment, and timelines.
• Assist with close out documents and presentations.
• Support estimating tasks such as takeoffs and bid package preparation.
• Prepare and process billing, change orders, and final invoices.

Skills

Strong communication skills

Interpersonal skills

Ability to multitask

Confidentiality

Safety consciousness

Education

Bachelor's Degree in Construction Management/Sciences, Engineering or related

Tools

Microsoft Office Suite

Job description

Acting as a central point of communication between Project Managers, Field Technicians, and Superintendents, this role ensures all phases of electrical construction projects are executed efficiently, accurately, and in alignment with company standards. Other responsibilities include facilitating communication, coordinating resources, accounts receivables, reviewing plans and schedules, and assisting with all aspects of project execution.

At PPC Partners we believe in the Power to Serve along with the Pursuit of Excellence. As such the following values guide our behaviors: A Servant's Heart - Focus on the Needs of Others, Wisdom - Insightful, Integrity - Honesty and Trustworthy, Courage - Decisive and Confident in Others, Humility - Modest and Respectful, Passion - Unfailing Dedication

Essential Duties and Responsibilities

Project Coordination:

• Assist with obtaining printing plans, specifications, and addendums for estimating and active jobs
• Coordinate permits, inspections, digger's hotline tickets, and other site-related needs
• Track job activity including materials, resources, equipment, and timelines
• Compile needed information for material purchases, submittals, and operation & maintenance manuals as requested by Project Managers
• Assist with close out documents and presentations
• Support estimating tasks such as takeoffs and bid package preparation

Administration & Support:

• Assist with general office operations
• Type letters, reports, proposals, memos, and other documentation
• Maintain organized documentation of active and archived projects
• Maintain required records, filing systems, and routine reporting schedules

Customer & Vendor Relations:

• Communicate bid invitations, deadlines, and updates to clients and internal teams
• Request vendor quotes and issue purchase orders as needed
• Maintain detailed customer notes
• Deliver consistent, high-quality service to customers, field personnel, and vendors
• Help ensure effective conflict management and professional communication
• Prepare and process billing, change orders, and final invoices
• Process insurance certificates, contracts, and claims per project and customer requirements
• Track expenses and support cost monitoring and savings initiatives

Safety/Hazard Recognition & Elimination

• Pre-plan and identify the methods to eliminate hazards daily by work task.
• Execute skill in observing habits and hazards of others and bringing it to their attention.
• Uphold safety as the most important goal of our company. Support goal of achieving zero accidents.
• Promote and encourage open communication between field and office regarding all safety concerns, suggestions, improvements, and PPE needed.
• Obtain safety training as expected by all company personnel.

Billing Responsibilities:

• Prepare and process accurate and timely customer billings for the regional team in accordance with contract requirements and project schedules.
• Coordinate billing documentation, including supporting backup, purchase orders, change orders, and other required information in a timely manner.
• Track and process approved change orders to ensure they are accurately reflected in project billing.
• Prepare final invoices and assist with project closeout to ensure all billable work and approved changes are captured.
• Monitor outstanding accounts receivable and assist Project Managers and Accounting with collection efforts and resolution of billing discrepancies.
• Process and track lien waivers and related documentation to support timely customer billing, payment, and project closeout.
• Maintain accurate billing records and communicate with Project Managers, customers, and Central Billing to resolve questions and support timely payment.

Qualifications and Requirements

• Bachelor's Degree in Construction Management/Sciences, Engineering (Electrical, Mechanical, Building Science, etc.), or related
• Prior experience in contracting, engineering, construction management, or a related field preferred

Experience, Skill and Abilities

• Positive safety attitude and personal integrity - both are non-negotiable
• Proficiency with Microsoft Office Suite (including Excel, Word, Outlook, and Teams)
• Strong communication skills, both verbal and written
• Strong interpersonal skills; ability to interact with all levels of the company and customers
• Capable of maintaining important information confidential
• Ability to accurately multi-task in a fast-paced environment

Physical Requirements

• Office environment, requiring sitting and standing and extended amounts of time using a computer/keyboard at a single workstation.