Project Coordinator – Build the Systems Behind the Work

Portlandchristian; Bardstown (KY); On-site; USD 42,000 - 62,000; Full time

Job summary

Portlandchristian is seeking a Project Coordinator to connect field operations, project teams, accounting, vendors, and leadership. You’ll ensure field data is captured, paperwork completed, and billing prepared, helping the company scale its processes for future growth.

You will spend time coordinating field information with the office, supporting Superintendents, and maintaining audit-ready project records. This role blends administration with operational impact.

Responsibilities

• Enter field logs and hours into HeavyJob; verify and organize field data.
• Prepare billing backup, pay applications, and lien waivers; ensure invoicing accuracy.
• Visit active jobsites weekly; maintain strong field-office communication and documentation.

Job description

We're looking for a Project Coordinator who wants to be more than an administrator. This person will become a key part of how our organization connects its field operations, project teams, accounting, vendors, and leadership.

You’ll spend your time making sure the details behind our projects are handled correctly: field information is entered, paperwork is complete, billing has what it needs, Superintendents have the support they need, and everyone has access to accurate project information.

As we continue to grow, you’ll have the chance to help build the processes and systems that the company will rely on for years to come - and grow your own career along the way.

Your Day-to-Day

Keep the Field Connected to the Office

• Enter field logs, equipment hours, labor hours, and material quantities into HeavyJob.

• Review daily information submitted by Superintendents and follow up when something is missing or unclear.

• Organize field information into accurate, usable project records.

• Help turn what's happening in the field into information the office can act on.

Keep Projects Documented and Billable

• Prepare billing backup and pay application documentation.

• Coordinate with the Office Manager and accounting/AR team to ensure invoicing is accurate and timely.

• Manage lien waivers, submittals, and other project compliance documentation.

• Keep project files organized, accurate, and audit-ready.

Stay Connected to the Field

• Visit active jobsites weekly or bi-weekly.

• Build relationships with Superintendents and field crews.

• Understand what's happening in the field and bring that information back to the office.

• Make it easier for Superintendents to focus on executing projects instead of chasing paperwork.

• Help create accountability around reporting and documentation while maintaining strong field relationships.

Help Us Grow
This is where the role becomes especially important.

We are continuing to build its infrastructure as a company. You'll be expected to notice when a process isn't working and ask:

"Is there a better way to do this?"

You’ll help:

• Identify bottlenecks between the field and office.

• Create repeatable processes.

• Improve how project information is captured and organized.

• Reduce unnecessary manual work.

• Build systems that can scale as the company takes on more projects.

• Recommend practical solutions when something isn't working.

Support the Projects

• Assist with material ordering and vendor coordination.

• Help track project needs and outstanding items.

• Provide administrative and operational support wherever it's needed.

• Take on additional responsibilities as the company and role evolve.

Where This Role Can Take You

Your starting point will be project coordination, data, documentation, billing support, and field communication. As you develop your knowledge of the business and demonstrate your ability to take ownership, you can grow into areas such as:

Project Management → Estimating → Procurement → Operations

The specific path will depend on your strengths, interests, performance, and what the business needs.

This could be a great fit for someone early or mid-career who wants to learn how construction projects actually operate from the inside out and eventually take on significantly more responsibility.

You Might Be a Great Fit If You...

• Naturally keep things organized.

• Notice details that other people miss.

• Don't need to be told about every problem before taking action.

• Can communicate comfortably with people in an office and people working in the field.

• Aren't afraid to ask questions when something doesn't make sense.

• Enjoy figuring out how to make a process work better.

• Can hold people accountable while maintaining good relationships.

• Want a career in construction operations rather than a purely administrative job.

• Are comfortable spending some time at active jobsites.

• Learn software and new processes quickly.

Experience That Would Help

Construction experience is highly valuable, particularly in excavation, sitework, heavy civil, utilities, grading, or similar environments.

Experience with HeavyJob or similar construction software, construction billing, pay applications, lien waivers, project documentation, purchasing, or vendor coordination is also a plus.

We're open to candidates who have the right combination of construction knowledge, organization, initiative, and willingness to learn.

Why This Role Matters

A Superintendent shouldn't have to spend their day chasing paperwork.

Accounting shouldn't have to chase missing project information.

Leadership shouldn't have to wonder whether the numbers and documentation they're looking at are accurate.

And as we grows, the company shouldn't have to rely on everyone simply "knowing how we've always done it."

That's where you come in.

You’ll help make sure the work happening in the field is accurately reflected in the systems behind it — while helping build those systems into something stronger for the future.