Project Coordinator (73754)

Valcourt; Millstone Township (NJ); On-site; USD 55,000 - 65,000; Full time

Job summary

VALCOURT EXTERIOR NJ MST – Millstone Township, NJ is seeking a Project Coordinator to ensure efficient task completion with attention to detail. You will handle preconstruction, ongoing project tasks, and closeout activities, coordinating with Project Managers and clients.

The role requires 2–5 years of experience, proficiency in MS Office/Teams, strong communication, and the ability to work independently as part of a team.

Qualifications

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

Responsibilities

• Provide all contract documents and estimating backup documents to Project Managers.
• Develop and provide project submittals to client with PM.
• Structure and enter estimator's budget and project budget into accounting database.
• Structure and enter the accounts receivable schedule of values and format AIA SOV.
• Fill out city permit applications with PMs.
• Ensure subcontractors have current insurance; provide certificates as needed.
• Prepare client change orders and track budgets in accounting system.
• Draft subcontract agreements and changes as requested by PM.
• Confirm billed amounts, create subcontractor work orders, submit for payment.
• Maintain project logs and active jobs files; update budgets.

Skills

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Problem-solving

Analytical skills

Ability to work under pressure

Independent work

Teamwork

Attention to detail

Learning new software quickly

Tools

MS Office

Microsoft Teams

Job description

Job Details: Job Location: VALCOURT EXTERIOR NJ MST - Millstone Township, NJ, Salary Range: $55000.00 - $65000.00Salary, 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: 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

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.