As the Project Coordinator you will be involved in:
Coordination & Administrative Support
- Assist with maintaining project budgets and schedules by tracking updates and supporting risk identification
- Coordinate contracts, MSAs, change orders, invoices and vendor documentation throughout the project lifecycle.
- Assist with project closeout, including documentation, lessons‑learned workshops, and final reporting.
- Attend and support project meetings (design reviews, contractor/consultant coordination, client meetings) and ensure follow‑through on action items.
- Assist Project Managers with consultant and vendor coordination to process payments, track commitments, and maintain accurate financial records.
- Provide day-to-day coordination support across all phases of the project, including planning, design, procurement, construction, and closeout
- Support project execution through highly detailed administrative functions, ensuring accuracy and completeness of all documentation
- Assist with maintaining project budgets and schedules by tracking updates and supporting risk identification
Project Controls, Reporting & Systems Management
- Initiate and track vendor POs, change orders, and related approvals.
- Monitor contract and change‑order progress from submission through final approval.
- Prepare, transcribe, and distribute accurate and timely meeting minutes, ensuring clear capture of discussions, decisions, and action items
- Maintain and actively manage project logs, including action item logs, decision logs, risk and issue registers, deliverable and milestone tracking logs
- Track all project deliverables and ensure consistent follow-up with stakeholders to drive completion
- Develop and maintain high-quality reports, dashboards, and presentations for internal teams and external stakeholders
- Prepare clear, professional written communications, summaries, and status updates
- Ensure all project documentation is properly organized, version-controlled, and up to date in project systems
Documentation, Compliance & Administrative Support
- Support the creation of RFPs, procurement strategies, Project Execution plan, case studies, and other project materials.
- Identify opportunities to improve processes, workflows, and documentation practices
- Assist with establishing effective project governance, processes and systems to be utilized throughout project.
- SOX control responsibilities may be part of this role, which are to be adhered to where applicable.
- Update project status, schedules, budgets, and milestones in owner systems with a high degree of accuracy
- Support preparation of reporting materials for multiple audiences, including executive dashboards and formal reports
- Track financial commitments, purchase orders, and change orders, and monitor approval processes
- Assist with reconciliation of financial tracking and cash flow reporting
Communication & Stakeholder Coordination
- Maintain effective record‑keeping and communication of project outputs to all stakeholders.
- Transcribe meeting minutes, track action items, and drive follow‑up to closure.
- Collaborate regularly with internal teams, consultants, contractors, and client stakeholders.
- Maintain detailed records of project communications and outputs
- Coordinate and support meetings, including agenda preparation, documentation, and follow-up tracking
Team Support & Cross‑Functional Collaboration
- Assist with both generalist and technical tasks as they arise across the project.
- Work collaboratively with internal colleagues and client teams to support project delivery.