PROJECT COORDINATOR

JOB DESCRIPTION

Project Coordinator/Office Administrator

Department:             Project Coordinator

FSLA Designation:    Non-Exempt

Effective Date:          March 15, 2022

PURPOSE

The Project Coordinator works side by side with the Project Manager as an administrative assistant  

performing project related tasks as required to ensure an organized project stays on schedule and 

within budget. As the Office Administrator, this person is the face of the office greeting visitors 

in person or via telephone while maintaining the daily operation of the office.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The following duties are typical for this job.  These are not to be construed as exclusive or all 

inclusive.  Other duties may be required and assigned.

Administrative Assistant

•     Greet and direct all visitors, answer phones and direct calls

•     Open and distribute incoming mail daily, send outgoing mail, and maintain supply of stamps

•     Itemize company credit card charges and submit receipts for reconciliation and maintain a 

cash flow registry and balance monthly for the petty cash account

•     Monitor and restock Supply Room, Safety Cabinet, Marketing Materials and Break Room

•     Schedule meetings, order meals when necessary, scribe, and coordinate conference room 

schedule

•     Assist with Fleet Management, including maintaining the Carpool Calendar, keys, and 

scheduling vehicle maintenance

•     Onboard New Hires

Project Coordination:

•    Assist with project set up including creating electronic files customized to project, set up 

kick off and pre-construction meetings

•    Pull all permits for jobs, distribute copies, and maintain permit log and folder.

•    Download and print drawing plans; maintain current drawings by posting approved  changes as 

received

•    Schedule job meetings with project team and confirm attendance, record minutes, and distribute 

to all invitees

•    Maintain submittal log to include creating submittals, updating project  files and log as 

submittals are processed.  When approved forward to vendor with  shipping information.

•    Request and receive quotes from suppliers, track and verify orders are complete and issues LPO 

or FPO

•    Maintain Start Up manual including prefilling startup record sheets and organizing with O&M 

information for  Startup Technician to complete

•    Request information from vendors, create O&M manual and distribute as required

MINIMUM EDUCATION AND EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

•    Minimum of two (2) years of experience in a Project Coordinator or Administrative Support role

•    Solid knowledge of Microsoft Office Suite and Bluebeam (PDF reader)

•    Experience with plotters, printers, scanners, telephone systems

MENTAL AND PHYSICAL COMPETENCIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

•    Excellent verbal and written communication skills

•    Strong organizational skills and attention to detail

•    Ability to adhere to strict deadlines

EQUIPMENT / TOOLS

•    Laptop computer