Project Operations Coordinator

Vaa ka wi Services; Phoenix (AZ); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Flexible Schedule

Free Drinks

Gym Membership

Medical & Dental

Paid Parental Leave

Retirement Plan

Job summary

Vaakawi provides essential project administration support to ensure smooth operation of projects in Arizona. The Project Administrator maintains documentation, coordinates schedules, and tracks financial data to keep the team aligned with client and regulatory requirements.

This role focuses on accurate record-keeping, timely reporting, and effective communication with vendors, clients, and internal stakeholders, supporting project success and compliance.

Qualifications

• Organizational mastery to manage thousands of documents.
• Proficiency in Microsoft Excel and project management tools.
• Strong financial literacy including invoices and budgets.
• Clear written and verbal communication with stakeholders.

Responsibilities

• Document Control: Manage and organize all project documentation, including contracts, change orders, blueprints, and permits; ensure files are digitalized and accessible to the team.
• Financial Tracking: Assist with budget monitoring by processing invoices, tracking expenses, purchase orders, and preparing billing requisitions for approval.
• Meeting Coordination: Schedule project meetings, prepare agendas, take detailed minutes, and distribute action items to team members.
• Resource Scheduling: Coordinate the deployment of staff, equipment, or subcontractors to specific job sites based on the project timeline.
• Compliance & Reporting: Ensure all team members have necessary certifications (e.g., safety badges, insurance); compile weekly or monthly progress reports for stakeholders.
• Vendor Liaison: Serve as the primary point of contact for subcontractors and suppliers regarding billing inquiries or schedule confirmations.

Skills

Organizational Mastery

Microsoft Excel

Communication

Financial Literacy

Tools

Procore

Microsoft Project

Jira

Primavera

Job description

Vaakawi provides essential project administration support to ensure smooth operation of projects in Arizona. The Project Administrator maintains documentation, coordinates schedules, and tracks financial data to keep the team aligned with client and regulatory requirements.

This role focuses on accurate record-keeping, timely reporting, and effective communication with vendors, clients, and internal stakeholders, supporting project success and compliance.