Project Coordinator - Construction Operations

Portlandchristian; Bardstown (KY); On-site; USD 45,000 - 60,000; Full time

Job summary

Earth Works is seeking a highly organized Project Coordinator to support daily construction project execution, ensuring accurate documentation, timely data entry, and a reliable flow of information between field and office.

You will work with Superintendents, the Office Manager, accounting, vendors, and other stakeholders; conduct weekly site visits; and help maintain project files, billing backups, submittals, and compliance documents.

Qualifications

• Experience in construction, project coordination, project administration, or a related field.
• Strong organizational skills and detail orientation.
• Comfortable working with both field and office personnel.

Responsibilities

• Enter daily field logs, equipment hours, labor hours, and material quantities into HeavyJob.
• Review daily submissions from Superintendents for completeness, accuracy, and consistency.
• Follow up with field personnel to resolve missing or incomplete information.
• Convert field notes and project terminology into clear, organized digital records.
• Maintain accurate project data that supports billing, project tracking, and decision-making.

Skills

Construction experience

Project coordination

Attention to detail

Strong communication

Tools

HeavyJob

Job description

We are looking for a highly organized and proactive Project Coordinator to support the day-to-day execution of our construction projects. This position plays a critical role in keeping information flowing between the field and office, ensuring project documentation is accurate, supporting billing and compliance, and giving Superintendents the administrative support they need to stay focused on the work in the field.

This is an ideal opportunity for someone who understands that successful construction projects depend on more than what happens onsite. Accurate information, timely documentation, strong communication, and well-organized processes are equally important.

The Project Coordinator will work closely with Superintendents, leadership, the Office Manager, accounting/AR, vendors, and other project stakeholders. The role will also maintain a regular presence in the field through weekly or bi-weekly jobsite visits.

What You'll Do

Project Data & Field Reporting

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

• Review daily submissions from Superintendents for completeness, accuracy, and consistency.

• Follow up with field personnel to resolve missing or incomplete information.

• Convert field notes and project terminology into clear, organized digital records.

• Maintain accurate project data that supports billing, project tracking, and decision-making.

Billing & Compliance

• Prepare billing backup and pay application documentation for corporate clients and general contractors.

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

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

• Maintain complete, accurate, and well-organized project files.

Field & Office Coordination

• Conduct weekly or bi-weekly visits to active jobsites.

• Build strong relationships with Superintendents and field crews.

• Help ensure field teams have the administrative support they need to keep projects moving.

• Serve as a communication link between field operations, leadership, and the back office.

• Maintain accountability around required documentation without creating unnecessary friction for the field.

Materials & Vendor Support

• Assist with project material ordering and tracking.

• Coordinate with vendors and suppliers as needed.

• Support Superintendents and project leadership with project-related administrative needs.

• Assist with other operational priorities throughout the project lifecycle.

Process Improvement

• Identify gaps, bottlenecks, and inefficiencies between field and office operations.

• Develop practical, repeatable processes that improve organization and accountability.

• Help move Earth Works from informal processes toward more structured and scalable systems.

• Look for solutions rather than simply working around problems.

• Help establish systems that can grow with the company.

A Role That Can Grow With You

The initial focus of this position will be heavily centered around project data, documentation, billing support, and field coordination. As Earth Works grows and you demonstrate your capabilities, the role can expand based on business needs and your career interests.

Potential areas of growth include:

• Procurement

• Project support

• Estimating

• Project controls

• Project Management

We're looking for someone who wants to become an increasingly valuable part of the operation — not someone who simply wants to check boxes and move paperwork.

What We're Looking For

• Experience in construction, project coordination, project administration, or a related field.

• Strong organizational skills and exceptional attention to detail.

• Ability to manage multiple priorities and follow through on deadlines.

• Strong communication skills and comfort working with both office and field personnel.

• Ability to work independently and recognize when something needs attention.

• Comfortable visiting active construction jobsites on a weekly or bi-weekly basis.

• Strong computer skills and the ability to learn new systems quickly.

• A practical, problem-solving mindset.

Preferred:

• Experience with HeavyJob or similar construction management software.

• Experience with excavation, sitework, heavy civil, utilities, grading, or related construction.

• Experience with construction billing, pay applications, lien waivers, or compliance documentation.

• Experience with purchasing, vendors, or material coordination.

The Bottom Line

We're looking for someone who can bring organization to the office, accountability to the process, and support to the field.

If you're someone who notices when things aren't working, takes ownership of solving problems, and wants to grow alongside a developing construction company, this could be a strong opportunity to make an impact.

Thrive is an equal opportunity employer