Project Management Operations Coordinator

EverGreene Architectural Arts, Inc.; New York (NY); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Health insurance

401(k) with company match

ESOP eligibility

PTO and Paid Holidays

Job summary

EverGreene Architectural Arts, Inc. is seeking a highly organized Project Management Operations Coordinator to support and strengthen internal PM systems.

The role works with Project Managers and field teams to ensure documentation, staffing coordination, and compliance are aligned. Responsibilities include labor tracking, PM library management, procurement, IT coordination, and safety administration within a hybrid office environment.

Qualifications

• 2–4+ years of experience in operations coordination, project administration, or construction support roles.
• Strong organizational and documentation management skills.
• Experience with scheduling, workforce tracking, or labor coordination systems preferred.
• Proficiency in Microsoft Office and familiarity with Procore; experience with Timekeeping workforce systems preferred (ECONZ, ADP, etc.).
• Basic proficiency in AutoCAD or similar drafting software preferred.
• Strong communication and cross-functional coordination skills.

Responsibilities

• Field Labor Tracking & Staffing Planning: maintain labor inventory, track time records, skills, and availability.
• Schedule Coordination: update Master Project Schedule and add new projects for forecasting.
• Staffing Planning Support: gather upcoming labor needs for review with Directors and Senior PMs.
• Library & Technical Documentation: develop and maintain PM training library; ensure documentation is accessible.
• Documentation Coordination: gather field input and coordinate with Design/Conservation teams.
• Technical Drawing Support: prepare and revise technical details, shop drawings, and as-builts (AutoCAD or similar).
• Report & Record Preparation: format project reports and records using notes, photos, and field docs.
• Procurement: procure specialty materials and equipment; coordinate ordering and tracking of purchases.
• IT Coordination: liaise for IT requests, track support tickets, and manage software/hardware purchases.
• Safety Administration: maintain safety library, coordinate training and inspections; review Procore safety forms.

Skills

Project coordination

Scheduling

Procore

AutoCAD

Documentation

Timekeeping

Staffing planning

Communication

Tools

Microsoft Office

Procore

AutoCAD

Job description

Join EverGreene Architectural Arts

EverGreene Architectural Arts is seeking a highly organized and resourceful Project Management Operations Coordinator to support and strengthen the internal systems that power our Project Management team. This role is embedded within the PM department and works directly alongside Project Managers and field teams to ensure operational structure, documentation, staffing coordination, and compliance processes are organized, responsive, and aligned.

For nearly 50 years, EverGreene has been a national leader in architectural restoration, conservation, and design — trusted to work on some of the most iconic and historically significant buildings in the United States. As a 100% employee-owned company, we offer the opportunity to build a meaningful career while contributing to work that preserves America’s architectural legacy.

Position Summary

The Project Management Operations Coordinator plays a key role in supporting the infrastructure behind successful project delivery. This position strengthens internal PM systems including field labor tracking and staffing planning support, PM library and technical documentation management, safety administration, specialty material and equipment procurement, and cross-functional coordination.

Core Responsibilities

• Field Labor Tracking & Staffing Planning
• Labor Tracking & Inventory: Maintain a labor inventory reflecting current, last and/or future availability. Maintain up-to-date employee tracking records, union status, time records, skills, and availability.
• Schedule Coordination: Update the Master Project Schedule through weekly PM check-ins. Add newly awarded or verbal-win projects to the schedule to maintain accurate forecasting.
• Staffing Planning Support: Collect and organize upcoming labor needs for review with the Director and Senior PMs. Support workforce planning discussions with accurate, current labor data.

PM Library & Technical Documentation

• Library Development & Maintenance: Further develop PM training and reference library, including work plans, technical details, RFP references, and SOPs. Organize and update documentation for consistency and accessibility.
• Documentation Coordination: Gather field input and integrate feedback into work plans and internal documentation. Coordinate with Design and Conservation teams to maintain accurate and up-to-date technical documentation.
• Technical Drawing Support: Prepare and revise technical details, shop drawings, and as-builts (AutoCAD or similar software).
• Report & Record Preparation: Format and prepare project reports, assessments, and formal records using notes, photographs, and field documentation.

Material & Equipment Procurement

• Procure specialty materials and equipment in coordination with project teams. Research suppliers based on proximity to site, minimum order requirements, packaging size, cost, and delivery timelines.
• Coordinate ordering, tracking, and documentation of purchases.

IT Coordination

• Act as primary liaison for employee IT requests and coordinate with external IT service providers. Track and monitor IT support tickets; communicate status updates and resolution timelines.
• Coordinate software and hardware purchases, renewals, licensing, and related invoicing. Maintain an organized inventory log of IT-related equipment and purchases.

Safety Administration

• Safety Documentation Management: Maintain and organize the PM team’s safety library. Keep policies and procedures current and distribute updates, including OSHA communications.
• Training & Inspection Coordination: Schedule crew safety tests, environmental hygienist visits, and insurance inspections. Coordinate safety training, certifications, and compliance tracking. Maintain records of completion and expiration dates.
• Site Safety Review: Review Procore site safety forms and identify missing or incomplete documentation. Flag gaps to PMs and leadership for follow-up.

Hiring Support

• Candidate Tracking: Maintain candidate logs, resumes and portfolios for management and field roles.
• Screening & Scheduling: Conduct initial resume reviews to confirm baseline qualifications.
• Schedule interviews, manage calendars, and coordinate communications between candidates and hiring managers.

PPE / PE Distribution

• Distribution Coordination: Coordinate ordering and mailing of PPE, apparel, equipment, and employee-branded gear.
• Maintain distribution logs and inventory records.

Career Path

This position is structured as a growth pathway within the Project Management team. Through hands‑on exposure to project controls, staffing coordination, technical documentation, safety compliance, and procurement processes, the Coordinator develops the foundational skills required for advancement into Project Engineer and Assistant Project Manager roles.

Successful candidates will gain increasing responsibility and visibility into budgeting, scheduling, and field coordination as part of their professional development.

Qualifications & Requirements

• 2–4+ years of experience in operations coordination, project administration, technical support, or construction support roles
• Strong organizational and documentation management skills
• Experience with scheduling, workforce tracking, or labor coordination systems preferred
• Proficiency in Microsoft Office and familiarity with Procore; experience with Timekeeping workforce systems preferred (ECONZ, ADP, etc.)
• Basic proficiency in AutoCAD or similar drafting software preferred
• Strong communication and cross-functional coordination skills
• Detail-oriented, systems-minded, and proactive

Work Environment

This role operates in a hybrid office environment with regular collaboration across Project Management, Accounting, and Risk teams. Responsiveness to project startup deadlines, compliance requirements, and financial reporting cycles is essential.

Benefit Highlights

• Health insurance coverage
• 401(k) with company match
• Employee Stock Ownership Plan (ESOP) eligibility
• PTO and Paid Holidays

Why Join EverGreene?

• Preserve Cultural Landmarks - Support the restoration of historic buildings and art across the country
• Be an Owner - Share in the success of a 100% employee-owned company
• Grow Your Skills - Gain hands‑on experience and work alongside experienced project leaders
• Work with Purpose - Help protect and preserve architectural heritage through meaningful, detail-oriented work

At EverGreene, we foster a respectful, team-oriented culture rooted in craftsmanship and purpose. Join us to support impactful projects and build a career with long-term potential.

Please note that EverGreene Architectural Arts does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, EverGreene will not consider or agree to payment of any referral compensation or recruiter fee.