Project Coordinator – Commercial Operations

The Project Coordinator serves as the primary office-based support role for Project Managers and Estimators operating in the field. This position is responsible for supporting both operations and sales functions through estimating support, invoicing coordination, documentation management, and customer-facing communication. The role ensures continuity, responsiveness, and operational flow between the field, leadership, and clients.
This position plays a critical role in maintaining speed, accuracy, and transparency across commercial construction, restoration, and remediation projects while reinforcing our commitment to disciplined execution, strong partnerships, and long-term customer value.

Reporting Structure
Reports directly to the Commercial Operations Director

Core Responsibilities
Operations & Sales Support
Support Project Managers and Estimators with estimating documentation, job setup, and administrative coordination.
Assist with invoicing preparation, tracking, and follow-up to ensure timely and accurate billing.
Maintain organized project files, job cost records, contracts, and compliance documentation.
Customer & Partner Communication
Serve as a primary office-based point of contact for customers, vendors, and internal stakeholders.
Respond promptly to inquiries, providing accurate updates on project status, documentation, and next steps.
Represent the company with professionalism, clarity, and urgency in all external communications.
Scheduling & Workflow Coordination
Coordinate schedules, inspections, and document flow between field teams, leadership, and external partners.
Track action items, deadlines, and approvals to ensure projects move forward without administrative delays.
Technology & Systems Management
Work across multiple platforms and tools to manage estimating systems, job tracking software, invoicing systems, and customer communications.
Learn and adapt quickly to new technology and process improvements.
Quality, Compliance & Accuracy
Ensure accuracy and completeness of project documentation, estimates, invoices, and customer records.
Support compliance with internal processes, customer requirements, and regulatory documentation standards.
Multi-Tasking & Priority Management
Manage multiple projects, priorities, and communication streams in a fast-paced, high-volume environment.
Maintain focus and execution under time-sensitive conditions without sacrificing accuracy or professionalism.

Authority & Decision Rights
Prioritize administrative and coordination tasks across multiple projects.
Communicate directly with customers, vendors, and internal teams to resolve routine documentation, scheduling, and billing issues.
Escalate operational, financial, or customer risks to the Commercial Operations Director as needed.

Required Skills & Competencies
Strong organizational and multitasking ability in a fast-paced commercial environment
Excellent written and verbal communication skills
Customer-service mindset with professional external presence
Ability to learn and navigate multiple technology platforms quickly
Attention to detail and accuracy in documentation and billing
Basic understanding of construction, restoration, and remediation operations
High sense of urgency and accountability

Success Profile
A successful Project Coordinator ensures seamless operational flow between the field and the office, enabling Project Managers and Estimators to focus on execution and growth. This role is measured by speed, accuracy, responsiveness, and the ability to maintain strong customer and internal relationships while managing high-volume, time-sensitive workloads.

Performance Metrics & Measurement Framework (Separate Page)
1. Responsiveness & Accessibility
Metric: Internal & External Response Time - Average time to respond to customer, PM, and estimator inquiries - Target: ≥ 95% of inquiries acknowledged within 1 business hour
2. Accuracy & Operational Discipline
Metric: Documentation & Billing Accuracy Rate - % of estimates, invoices, and project documents submitted without revision or rework - Target: ≥ 98% accuracy
3. Customer & Partnership Experience
Metric: Customer Satisfaction Score (CSAT) or Feedback Rating - Post-project or periodic customer feedback on communication, clarity, and professionalism - Target: ≥ 4.5 / 5 average rating
These metrics align with our strategic focus on authenticity, transparency, disciplined execution, and long-term customer partnerships that drive sustainable growth and profitability.

Please send your resume for consideration.