Project Coordinator I

atiexternal; San Diego (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

ATExternal is seeking a Project Coordinator to provide complex administrative support to the project team under the Office Manager. The role involves overseeing project stages from inception to completion, data entry, and tracking program updates. You will assist with document management and monitor progress for estimates.

Key duties include intake of leads, scheduling inspections, updating platforms, and ensuring compliance across reports and dashboards. Office-based, minimal travel.

Qualifications

• Minimum 1 year of experience in a coordinator or administrative role.
• Construction industry experience not required but helpful.
• Experience with Salesforce reporting is a plus.

Responsibilities

• Coordinate project workflows and support Office Manager.
• Input data across platforms to maintain a single source of data.
• Prepare and organize project files using Salesforce and other systems.
• Assist with verification of invoices and progress tracking.

Skills

Salesforce

Administrative coordination

Data entry

Office software

Education

High School Diploma

Tools

Microsoft Office

Salesforce

Job description

Job Summary

Project Coordinator provides complex administrative support to various members of the project team under the direction of the Office Manager. The Project Coordinator I will be responsible for project oversight and coordination of all its stages from inception to completion by inputting data, tracking, and monitoring control points and program updates. Additional responsibilities include assisting with document management and tracking progress for program estimates.

Key Responsibilities

Project & Workflow Management

• Intake new leads and jobs, entering all information across platforms to maintain a single, accurate source of data.


• Under the guidance of the Office manager make decisions regarding project assignment to Project Directors to ensure proper project workflow.


• Schedule initial inspections during the initial phone call to ensure parameters are met and provide a single point of contact.


• Update platforms (XactAnalysis, Symbility, AlacNet) to meet program timelines for customer contact and site inspections.


• Upload work authorizations and insurance-specific documents promptly to facilitate the release of funds.


• Assist with securing third-party mortgage authorizations, coordinate mortgage inspections, and manage check endorsements.


• Monitor JobTrack to ensure assignments are compliant and input job-specific milestones.


• Review daily reports and the TPA/Contractor Connection Dashboard to maintain compliance, resolve discrepancies, and notify billing of any disputes.


• Monitor job progress for USAA checks to ensure timely endorsement at final walk-throughs and verify check amounts against estimates.


• Review completed project files for invoicing, ensuring all estimates, change orders, and close-out documents are accurate and accounted for.

Administrative Support

• Provide high-level administrative support to Project Directors and the Project Management team.


• Conduct quality checks of purchase orders and administer work authorizations/COSs as needed.


• Prepare job files and organize paperwork accurately using Salesforce.


• Transfer and upload photos into specific files to forward to corporate staff.


• Assist with reconciliation and sending billing reports to accounting staff by monthly deadlines and handle billing exceptions.


• Generate requests to ensure promptness on estimates.


• Attend all appropriate company training and monthly Admin Program meetings.


• Execute administrative support functions and perform special project assistance as needed.

Qualifications and Experience

• High School Diploma or equivalent.


• Minimum of 1 year of experience in a coordinator or administrative role.


• Construction industry experience preferred.


• Experience working in Salesforce, including generating reports (preferred).

TRAVEL & WORKING CONDITIONS

• Travel is minimal for this position.


• This position requires sitting for long periods of time and looking at monitors along with typing for extended periods of time.


• This position may require occasional flexibility in schedule to address urgent or time-sensitive employee relations matters.


• Work is performed in a professional office environment.