Project Coordinator

Project Coordinator

Panama City, FL

Full Time - Long Term

Starting at $15.00 per hour

Posted Day Ago

Project Coordinator
Schedule: Monday – Friday 7am to 5pm
Pay: $15.00 per hour
Attire: Business Casual



This position is responsible for support to the Project Manager and the Job Site Project Coordinator. The Corporate Project Coordinator is responsible for maintaining all files and records at the corporate level and oversight of the work being performed by the Job Site Project Coordinator. The position is necessary to the success of the Project.


Duties and Responsibilities:

Responsibilities and duties of the corporate Project Coordinator include, but are not limited to:

  • Reports to Director of Contracting at Corporate office & provides administrative support to the Project Manager(s), Project Superintendent(s) and Assistant Superintendent(s).
  • Liaison between job site and corporate office, to include oversight of:
  • Processing subcontracts, service, rental and materials agreements and change orders
  • Oversees Certified Payroll & Section 3 paperwork on jobs where required; processing of payrolls to be done by others
  • Maintain contract status report of agreements written, signed and returned and insurance received
  • Maintain current certificate(s) of insurance with required limits on all subcontractors
  • Maintain W-9 Taxpayer Identification on all subcontractors, suppliers and vendors, where applicable
  • Request and obtain vendor numbers from corporate accounting office on new subcontractors, suppliers and vendors as needed
  • Process miscellaneous invoices through Timberscan for accounts payable; process
  • Backcharge Purchase Records
  • Process monthly draw requests from subcontractors and other agreement holders
  • Maintain Notice to Owner schedule to insure proper releases are obtained from subcontractors’ suppliers and lower-tier subcontractors
  • Prepare and obtain necessary lien releases for subcontractors and suppliers
  • Maintain and keep in balance petty cash checkbook; process petty cash reimbursements as necessary
  • Run errands as may be necessary (architect’s office, bank for petty cash deposits)
  • Some Estimating and Scheduling as required
  • Other duties as may be assigned


Job Description

Items involved in the duties of a Project Coordinator include, but are not limited to:

  • Backcharges
  • Contract Status report
  • Notice to Owner report
  • Daily logs
  • Permit number list
  • Plan deposit list
  • Processing invoices & draws through Timberscan
  • Fixed Asset tracking & Serial Number logs
  • MSDS from subcontractors & suppliers
  • 72-hour Notice
  • Subcontracts
  • Materials Agreements
  • Service Agreements
  • Rental Agreements
  • Change Orders
  • Checklist for subcontractors
  • Insurance requirements and certificates from subcontractors
  • Punch management acceptance
  • Sworn Statements of Account
  • Vendor List
  • Warranty List
  • Construction completion tasks to prepare for management turnover


Knowledge, Skills and Abilities (KSAs):

  • Knowledge of Microsoft Suite (Excel, Outlook, Word) required; Sage Timberline software experience preferred
  • Ability to communicate effectively with all levels of staff, owners and vendors
  • Strength in prioritizing, organizing and executing tasks
  • Ability to work independently with little supervision
  • Ability to stay on task with multiple competing priorities
  • Ability to work independently as well as part of a team
  • Ability to perform essential functions of the position with or without accommodation.
  • Physical ability to walk the construction site and use stairs if required throughout the day is a necessity for the position.


Education and Experience:

  • High school diploma or GED
  • Previous work in a construction office environment with customer service skills is a requirement for this position


Essential Job Functions / Physical Requirements:

  • Ability to perform essential functions of the position with or without reasonable accommodation
  • Ability to perform basic data entry, keyboarding, and mouse functions to complete job duties timely and efficiently
  • Ability to read and effectively communicate with fellow employees
  • Moderately sedentary position but also includes some physical activity, such as walking and lifting up to 30 lbs.

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