Project Coordinator

PROJECT COORDINATOR

Full-Time, In Office Position, Hourly Range $24 - $27

About HTI Polymer, Inc.:

We are the leading industrial polymer flooring installer in the United States due to our ability to continually satisfy the needs of our customers. With thousands of projects in our history and national Fortune 500 clients, we know what to do, how to get quality results, and will deliver on time and on budget every time.

For more information, please visit our website at www.htipolymer.com.

Project Coordinator Responsibilities:

You will be tasked with assisting our Contracts Administrator with but not limited to the tasks below:

Subcontractor Compliance

• Obtain, track, and maintain all required subcontractor paperwork, including licenses, certifications, insurance documents, W‑9s, safety forms, and compliance records
• Monitor expiration dates for insurance, certifications, and other time‑sensitive documents; proactively request updated paperwork as needed
• Maintain organized and up‑to‑date digital subcontractor files
• Communicate with subcontractors to collect missing or updated documentation
• Coordinate with project managers and accounting to ensure subcontractor compliance before work begins
• Assist with onboarding new subcontractors by providing required forms and verifying completion
• Generate reports on subcontractor compliance status and documentation gaps
  
  

Certificates of Insurance

• Prepare and issue Certificates of Insurance accurately and in a timely manner based on customer requests and contract requirements
• Communicate with insurance brokers, agents, and internal teams to obtain required documentation, endorsements, and policy updates
• Maintain organized records of all COIs issued, including expiration dates and renewal needs
• Respond to customer inquiries regarding insurance documentation, coverage details, and status updates
• Review customer contracts to identify insurance requirements and ensure compliance
  
  

Contractor Prequalification

• Prepare, complete, and submit prequalification forms for general contractors, construction managers, and public agencies
• Maintain and update company information required for prequalification, including financials, safety records, insurance certificates, licenses, and project history
• Track expiration dates for required documents and coordinate with internal departments (Accounting, HR, Safety, Insurance, etc.) to obtain updated information
• Manage online prequalification portals (e.g., BuildingConnected, Procore, ISNetworld, Avetta, TradeTapp, etc.)
• Maintain a centralized database of all submitted prequalification packages and status updates
• Respond to contractor requests for additional documentation or clarification
• Assist with vendor onboarding and compliance documentation as needed
  
  

Canadian 105 Waiver

• Prepare, review, and submit Canadian Regulation 105 waiver applications on behalf of the company
• Gather required documentation, including contracts, project details, financial information, and supporting evidence for waiver eligibility
• Track waiver application status, follow up with the Canada Revenue Agency (CRA), and maintain accurate records of submissions and approvals
• Communicate with clients, vendors, and internal teams to collect missing information and clarify requirements
• Maintain a database of active projects requiring Reg. 105 compliance and ensure deadlines are met
  
  

Project Data

• Enter, update, and maintain project financial data in accounting software
  
  

Candidate That HTI is Looking For:

Required:

• A stable and progressive work history in similar roles within organizations of comparable size or larger
• Strong critical thinking abilities and a proactive approach to achieving goals, meeting deadlines, solving problems, and fostering continuous improvement within the organization
• Excellent communication skills, both verbal and written
• Demonstrates strong attention to detail and accuracy
• Proficient in using the Microsoft Office Suite, including Word, Excel, and Outlook
• Capable of operating Windows 11 and learning systems like Adobe, Sage 300, and other similar applications with appropriate training
• Able to type at an average speed of 50-60 WPM
• Skilled in writing clear, professional, and concise emails
• Capable of passing a pre-employment drug screening and a criminal background check
• Authorized to work in the United States. HTI uses E-Verify
  
  

Preferred:

• Experience in administrative work, preferably construction
  
  

Why Work at HTI:

• The most important component of a successful floor or wall installation is the experience of the team installing it. It is our team's responsibility to understand the client's needs, unique environment, and the requirements of each client's specific industry. We're not done until each client is satisfied - period!
• HTI is a rapidly growing, national company based in Woodinville, Washington (just outside Seattle) that is family-owned and has tremendous growth opportunities for individuals who are talented, motivated, team oriented and willing to continually learn. We are looking for career-oriented individuals who want to grow with a company which has a strong track record of promotion from within
• Due to HTI's continued growth, we are seeking a full-time Project Coordinator in our headquarters in Woodinville, Washington
• Our employees are proud of working at HTI because we stand behind every job we do
• We love our employees, so we take good care of them by providing the following benefits:
• Competitive compensation package based along with paid vacation and holidays
• Comprehensive healthcare plan that offers medical, dental, vision and short-term disability after 60 days of full-time employment
• 401(k) plan, eligible after one (1) year of full-time employment
  

HTI is more than just a team - we are a family.

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