Project Operations Coordinator, Evansville, IN (Sterling)

Traylor Bros., Inc.; Evansville (IN); On-site; USD 48,000 - 72,000; Full time

Job summary

Sterling Industrial LLC. is seeking a Project Operations Coordinator to provide administrative, estimating, procurement, and project support from bid development through closeout.

You will collaborate with project management and operations leadership to prepare estimates, manage documentation, and support billing and accounting functions. Responsibilities include creating work tickets, organizing project files in SharePoint, coordinating material deliveries, and handling subcontract

Qualifications

• High school diploma required; associate's degree in business, construction management, accounting, or related field preferred.
• Experience in construction administration, project coordination, estimating, or project support preferred.
• Strong understanding of construction project documentation and processes.
• Proficiency with Microsoft Office Suite, SharePoint, Excel, and project management software.
• Experience with purchase orders, subcontracts, invoicing, and billing processes.
• Excellent written and verbal communication; ability to manage multiple priorities and deadlines.

Responsibilities

• Prepare and develop project estimates using pricing information, crew requirements, and equipment notes provided by management.
• Draft and issue bid letters, proposals, and related bid documentation.
• Assist with bid submissions and maintain bid records.
• Create and manage work tickets for field operations.
• Establish project files and complete large project setup requirements.
• Maintain accurate project records and electronic folders within SharePoint.
• Organize and update project correspondence, contracts, and supporting documentation.
• Order materials and coordinate deliveries to support project schedules.
• Create, review, and approve purchase orders.
• Establish and maintain vendor accounts and supporting vendor documentation.
• Coordinate with suppliers to ensure timely procurement of materials and services.
• Prepare subcontract agreements and supporting contract documents.
• Track subcontract compliance requirements and documentation.
• Maintain organized records of all subcontractor agreements and revisions.
• Review and approve vendor invoices for accuracy and compliance with project requirements.
• Assist with project billings and customer invoicing processes.
• Coordinate with accounting and project management teams to ensure accurate job cost tracking.
• Support financial recordkeeping and documentation for projects.

Job description

Key Responsibilities

Come join the Traylor family! Sterling Industrial LLC., is currently looking for a Project Operations Coordinator!

Traylor Bros., Inc. is a highly-respected heavy civil construction company working on some of the biggest, most technically challenging bridge, marine, and underground jobs in North America. William F. Traylor founded Traylor Bros. in 1946, finding success by taking on - and succeeding with - extremely challenging projects. His combination of honesty, courage and innovative abilities are the traits that embody the firm to this day.

What makes us different?

Our Mission is to excel at constructing complex infrastructure safer, better, and faster by engaging the entrepreneurial and innovative spirit of our team members and providing a limitless opportunity for personal and professional growth in a close-knit and collaborative organization.

Our Core Values

• Safety. We are committed to providing a safe work environment. This is always our priority.
• People. Our talented team is our greatest asset. We provide opportunity, reward performance, and support a positive and balanced work environment.
• Innovation. We have the ability to engineer creative solutions to overcome any obstacle.
• Ethics. We are honest and ethical in all our business dealings.
• Communication. We encourage open and honest communication throughout our organization.
• Community. We add value to our industry and the communities in which we work.

Project Operations Coordinator

Position Summary

The Project Operations Coordinator provides administrative, estimating, procurement, and project support services to ensure successful project execution from bid development through project closeout. This position works closely with project management and operations leadership to prepare estimates, process project documentation, manage procurement activities, maintain project records, and support billing and accounting functions.

Key Responsibilities

Estimating & Preconstruction

• Prepare and develop project estimates based on pricing information, crew requirements, and equipment notes provided by management.
• Draft and issue bid letters, proposals, and related bid documentation.
• Assist with bid submissions and maintain bid records.

Project Setup & Administration

• Create and manage work tickets for field operations.
• Establish project files and complete large project setup requirements.
• Maintain accurate project records, documentation, and electronic folders within SharePoint.
• Organize and update project correspondence, contracts, and supporting documentation.

Procurement & Vendor Management

• Order materials and coordinate deliveries to support project schedules.
• Create, review, and approve purchase orders.
• Establish and maintain vendor accounts and supporting vendor documentation.
• Coordinate with suppliers to ensure timely procurement of materials and services.

Contract Administration

• Prepare subcontract agreements and supporting contract documents.
• Track subcontract compliance requirements and documentation.
• Maintain organized records of all subcontractor agreements and revisions.

Financial & Billing Support

• Review and approve vendor invoices for accuracy and compliance with project requirements.
• Assist with project billings and customer invoicing processes.
• Coordinate with accounting and project management teams to ensure accurate job cost tracking.
• Support financial recordkeeping and documentation for projects.

Qualifications

• High school diploma required; associate's degree in business, construction management, accounting, or a related field preferred.
• Experience in construction administration, project coordination, estimating, or project support roles preferred.
• Strong understanding of construction project documentation and processes.
• Proficiency with Microsoft Office Suite, SharePoint, Excel and project management software.
• Experience with purchase orders, subcontracts, invoicing, and billing processes.
• Strong organizational and recordkeeping skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Key Competencies

• Attention to detail
• Organization and time management
• Problem-solving skills
• Financial and document accuracy
• Communication and collaboration
• Initiative and accountability

Reporting Relationship

Reports to: Operations Manager, Director of Construction

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.