Project Coordinator

*About Us* SiteLine Services began in the same way many good things do. On a handshake and a commitment to doing things the right way. SiteLine was built on success and relationships formed through our sister company, CWS. Over the years, the CWS team noticed a growing demand to be a one-stop shop on every construction job site. The commitment and relationships built through CWS have grown into something bigger, a reputation for showing up, solving problems, and keeping our word. CWS started getting questions that went beyond our day-to-day work and realized a need that we were able to fill for our customers. No matter what the need was, we were able to provide a solution. We could’ve passed those questions along, but we saw something more. A way to serve better and make life easier for the businesses and communities who trust us. This need is how SiteLine Services was created. SiteLine Services is built on the same foundation, core values, vision, and mission as CWS. Something that’s been proven to work in the field time and time again. *Job Purpose* The Project Coordinator supports the Project Manager and Site Superintendents by coordinating project information, documentation, and communication throughout the project lifecycle. This role helps ensure proposals, purchase orders, work orders, subcontractor documentation, and job records are accurate, organized, and completed on time to support efficient project execution, subcontractor payment, and customer invoicing. *Duties and Responsibilities* Duties and responsibilities include but are not limited to: * Support the Project Manager and Site Superintendents by coordinating the flow of information and required documentation across active jobs. * Facilitate timely responses to customer Requests for Proposal (RFPs) and Requests for Quote (RFQs). * Work with the Project Manager to solicit and compile vendor and subcontractor quotes in support of proposal development. * Prepare and submit SiteLine's proposal in response to customer RFQs. * Track and manage the receipt of Purchase Orders (POs) and Work Orders issued by customers. * Issue Purchase Orders to subcontractors and vendors based on approved scopes of work. * Coordinate the receipt of required proof of work, job tickets, and other supporting documentation from site crews and subcontractors. * Organize and maintain accurate, up-to-date project documentation to support timely subcontractor payment and customer invoicing. * Monitor outstanding documentation and proactively follow up with internal teams, subcontractors, and customers to prevent delays. * Maintain organized digital and/or physical files for all project- and job-related paperwork. * Communicate regularly with the Project Manager, Site Superintendents, subcontractors, and customers to ensure information flows smoothly between all parties. * Identify and escalate discrepancies or missing documentation that could delay payment or invoicing. * Support other administrative and project-related tasks as needed. * Perform other duties as assigned. *Qualifications* Qualifications include: * Associate's degree or equivalent experience in business administration, construction management, or a related field preferred. * 2+ years of experience in a project coordination, administrative, or document control role, ideally within construction or field services. * Strong organizational skills with the ability to manage multiple documents, deadlines, and stakeholders simultaneously. * Excellent written and verbal communication skills. * High attention to detail and accuracy in handling proposals, purchase orders, and invoicing documentation. * Ability to work collaboratively with project managers, site superintendents, subcontractors, and customers. * Proficiency with project management, accounting, or scheduling software (e.g., Knowify or Joist) and Microsoft Office Suite. * Ability to prioritize and follow through on tasks with minimal supervision. *Working Conditions* The Project Coordinator will primarily work from the office, with periodic coordination alongside project managers and site superintendents. Conditions may include: * Primarily an office-based role with occasional visits to job sites as needed. * Regular use of computer systems for documentation, communication, and reporting. * May require flexibility to meet deadlines tied to proposal submissions, invoicing cycles, or urgent documentation requests. * Frequent communication with internal teams, subcontractors, and customers via phone and email. Pay: $55,000.00 - $65,000.00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Health insurance * Life insurance * Paid time off * Retirement plan * Vision insurance Work Location: In person