Project Coordinator

Project Coordinator

Full-Time | Monday-Friday

Position Overview

Russell Construction Services, Vermont’s Oldest Contractor, is seeking a dependable, organized, and detail-oriented Project Coordinator to join our team. This position provides administrative and project coordination support to our Project Managers, Superintendents, and field teams throughout all phases of construction projects.

The Project Coordinator plays an important role in keeping projects organized and moving forward by maintaining accurate documentation, tracking project information, coordinating communication, assisting with financial and contract-related documentation, and following up on outstanding items.

This position regularly communicates with Project Managers, Superintendents, subcontractors, vendors, architects, engineers, clients, and our accounting team. The ideal candidate is highly organized, takes initiative, communicates professionally, and is comfortable managing multiple projects and priorities at the same time.

Duties & Responsibilities

· Provide administrative and project coordination support to Project Managers, Superintendents, and field teams throughout all phases of construction projects.

· Prepare, process, distribute, and track contracts, subcontracts, purchase orders, change orders, and other project-related documents.

· Maintain accurate and organized project files, including contracts, drawings, specifications, RFIs, submittals, correspondence, and other project documentation.

· Assist with project setup, budget tracking, cost documentation, invoice processing, and coordination with the accounting department.

· Track subcontractor and vendor documentation, including contracts, certificates of insurance, and other required compliance documents.

· Communicate with subcontractors, vendors, design professionals, and clients to obtain required documentation, pricing, approvals, and project information.

· Schedule and coordinate project meetings and assist with meeting agendas, minutes, and follow-up items.

· Maintain project logs and track outstanding items, deadlines, approvals, and required documentation.

· Maintain and update project management software to ensure project information is accurate and current.

· Assist Project Managers with reports, correspondence, and other materials for internal and client meetings.

· Review project documents, contracts, invoices, and insurance information for missing or inconsistent information and bring potential issues to the appropriate team member's attention.

· Support project closeout by collecting and organizing warranties, operation and maintenance manuals, as-built documentation, lien waivers, and other required closeout materials.

· Assist with maintaining compliance with company procedures and contractual requirements.

· Perform additional project coordination and administrative responsibilities as needed.

Qualifications

Education: An associate or bachelor's degree in business administration, construction management, accounting, or a related field is preferred but not required. Relevant work experience may be considered in place of formal education.

Experience: 2-4 years of experience in project administration, project coordination, construction administration, accounting, or a related administrative position is preferred. Previous construction industry experience is a plus.

Organization: Strong organizational and time-management skills with the ability to manage multiple projects, priorities, and deadlines simultaneously.

Communication: Excellent written and verbal communication skills with the ability to communicate professionally with coworkers, clients, subcontractors, vendors, and design professionals.

Technical Skills: Proficiency with Microsoft Office, including Outlook, Word, and Excel. Experience with construction or project management software such as Procore, Bluebeam, Sage, or similar programs is a plus.

Attention to Detail: High level of accuracy when reviewing documents, entering information, maintaining project records, and assisting with financial tracking.

Problem Solving: Ability to take initiative, prioritize responsibilities, follow through on outstanding items, and handle routine administrative issues independently.

Teamwork: Ability to work collaboratively with Project Managers, Superintendents, field personnel, accounting staff, subcontractors, vendors, and clients.

Professionalism: Ability to handle confidential business, financial, employee, and client information with professionalism and discretion.

Compensation

$55,000-$70,000 per year, depending on experience and qualifications.

Benefits

· Health insurance

· Dental insurance

· 401(k) with company match after one year of employment

· Paid time off (PTO) to include Vacation, Holiday and Personal time.

Schedule

This is a full-time, Monday-Friday position.

Monday-Thursday: 8:00 AM-4:30 PM
Friday: 8:00 AM-4:00 PM

What We're Looking For

We're looking for someone who takes pride in being organized, dependable, and thorough. The right person will be comfortable keeping track of many moving pieces, following up when information is needed, and helping Project Managers stay ahead of administrative responsibilities.

You don't necessarily need to know every aspect of construction on day one. We're interested in finding someone with strong organizational and communication skills who is willing to learn, takes initiative, and can become a reliable member of our project management team.

Construction experience is preferred, but candidates with strong administrative, accounting, or project coordination experience are also encouraged to apply.