Project Coordinator I

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).