PROJECT & OFFICE COORDINATOR

Hallen Construction; Plainview, Northern (NY, KY); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Hallen Integrated Construction Services (HICS) in New York seeks a Project & Office Coordinator to support administration of construction projects, maintain documentation, and assist project controls and office operations.

Responsibilities include organizing project folders in Procore/SharePoint, coordinating permit applications, tracking invoices and meetings, and ensuring timely delivery of deliverables across teams.

Qualifications

• 3–5 years of professional experience in project coordination.
• Experience processing invoices and managing project documentation.
• Ability to communicate effectively with all levels of staff.

Responsibilities

• Support administration across planning, construction, and closeout phases.
• Create and maintain organized project folders and logs.
• Coordinate permit applications and track approvals and renewals.
• Prepare meeting agendas, minutes, and distribute action items.
• Assist with invoices, POs, and cost documentation.

Skills

Organizational skills

Time management

Communication skills

Project coordination

Education

High School Diploma

Associate or Bachelor's degree

Tools

Microsoft Office Suite

Procore

SharePoint

Job description

Hallen Integrated Construction Services (HICS) is an integrated solutions provider specializing in the sustainable energy industry and operating as part of the Quanta Services Inc. family. HICS provides turnkey front-end services in construction management, development support and project execution solutions for energy, infrastructure, construction, and industrial sectors.

Our parent company, Quanta Services, specializes in providing infrastructure solutions for the power, pipeline, industrial, and communications industries. In 2024, Quanta’s operating companies collectively achieved revenues of approximately $23 billion.

Position Overview

The Project & Office Coordinator will play a key role in supporting the administration of construction projects, maintaining project documentation and record keeping, supporting project controls, while also providing general administrative and operational support to the office while helping maintain efficient communication, organization, and coordination across the company.

Essential Job Functions

• Provide administrative and project coordination support throughout the planning, construction, and closeout phases of assigned projects, assisting with the daily administrative and documentation needs and office support.
• Create and maintain accurate, organized, and current project folders, records, logs and workflows using Procore, SharePoint, and other company systems.
• Coordinate required permit applications, preparing, ordering, tracking, renewals, and closeout documentation.
• Maintain a permit log identifying submission dates, fees, approval status, expiration dates, renewal requirements, and closeout status.
• Follow up with municipalities, agencies, utility representatives, and internal project personnel regarding outstanding permit requirements.
• Upload, organize, distribute, and archive project drawings, specifications, permits, reports, photographs, correspondence, and other project documents.
• Maintain current versions of project documents and help prevent outdated documents from being used.
• Assist with the preparation, submission, distribution, and tracking of Requests for Information and submittals.
• Monitor outstanding items and follow up with responsible parties to support timely completion.
• Assist with processing and tracking invoices, purchase orders, and supporting cost documentation.
• Schedule project meetings, prepare agendas, take meeting minutes, and distribute action items.
• Track meeting action items and follow up with responsible team members regarding upcoming or overdue deliverables.
• Other activities may be assigned by your manager.

Qualifications/ Requirements

• High School Diploma or equivalent with 3-5 years of experience
• Associate or bachelor's degree with 0-3 years of professional experience.
• Strong organizational and time management skills with the ability to prioritize.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Experience processing invoices and managing project documentation.
• Must have the ability to communicate effectively and tactfully with all levels of employees.
• One (1) year of project coordination, administrative, or project support experience.
• Experience supporting construction, engineering, utility, or infrastructure projects.

Working Conditions

• Office environment with frequent computer, mouse, and keyboard use
• Alternating between sitting or standing as needed
• Hearing, talking, reaching, grasping

Salary Range: $60,000 - $75,000

Note: This job description is not intended to be all inclusive or exclusive. At any time, employees may perform other related duties as required to meet the ongoing needs of the organization and participate in additional training(s).

The Hallen Integrated Construction Services (HICS) is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.