{"schemaVersion":"jobsearcher.job.v1","id":"aeca80a0904ac179f795da8f","url":"https://jobsearcher.com/jobs/aeca80a0904ac179f795da8f","canonicalUrl":"https://jobsearcher.com/jobs/aeca80a0904ac179f795da8f","title":"Project Coordinator","description":"Position Summary\nThe Project Coordinator is responsible for managing the administrative, compliance, and communication flow of projects from sales handoff through production and final closeout. This role ensures that all project documentation, approvals, and compliance requirements are accurate, complete, and executed on time. The Project Coordinator serves as the central hub for project information control, ensuring seamless coordination between clients, sales, production, and internal operations teams.\nThis position plays a critical role in maintaining project accuracy, reducing operational bottlenecks, and ensuring financial and compliance documentation aligns with project status.\nKey Responsibilities\nProject Coordination & Workflow Management\nOversee defined stages of projects from sales handoff through closeout\nFollow established workflow procedures to ensure consistent and efficient project execution\nCoordinate and track project progress across departments, ensuring timely completion of required steps\nIdentify missing information, approvals, or bottlenecks and escalate as needed\nSupport project and production teams with administrative coordination throughout all phases\nProject Documentation & Information Control\nOrganize, maintain, and update all project documentation throughout the lifecycle\nEnsure accurate record-keeping and structured information flow between Sales, Production, Design, and Accounting\nMaintain project files in systems such as ClickUp, NetSuite, and shared drives\nTrack approvals, revisions, and status updates to ensure project records remain current and complete\nClient & Stakeholder Communication\nConduct project welcome calls and send onboarding/welcome emails for new projects\nServe as a point of contact for project-related administrative communication with clients, architects, engineers, and internal teams\nCommunicate updates regarding approvals, required selections, and documentation status\nCoordinate responses and follow-ups between internal departments and external stakeholders\nProject Compliance & Documentation (COIs, NTOs, Liens)\nFile and manage Notices to Owners (NTOs) in accordance with project and legal requirements\nMaintain compliance tracking logs for all active projects\nCoordinate and track Certificates of Insurance (COIs) as required\nOwn the preparation, tracking, and accuracy of lien waivers, ensuring:\nThrough dates align with project billing and payment status\nPayment amounts and details match accounting records\nWaivers reflect accurate project and financial progression\nCoordinate lien waiver routing for notarization and final execution (notarization performed by leadership as required)\nEnsure all compliance documents are completed and issued within required timelines\nProject Financial & Administrative Alignment (Support Function)\nCoordinate with Accounting and Project Operations to ensure documentation aligns with project billing and payment status\nAssist in verifying that project-level documentation (waivers, approvals, and releases) matches current financial standing\nFlag discrepancies between project progress, payments received, and required documentation\nProject Workflow Support Functions\nManage and track color sample approvals with clients and internal teams\nCoordinate distribution and confirmation of installation instructions to production and field teams\nEnsure all project prerequisites, selections, and approvals are completed prior to production release\nMaintain consistency in project setup, workflow, and documentation standards across systems\nAdministrative & Cross-Team Support\nProvide administrative coordination support across Sales, Design, Production, Accounting, and Operations teams\nFacilitate communication and information flow between departments to ensure project continuity\nAssist in improving and maintaining standardized project workflows and procedures\nPerform additional duties as required to support overall project execution and efficiency\nKey Objectives of the Role\nEnsure seamless execution of projects from sales handoff through closeout\nMaintain complete, accurate, and up-to-date project documentation at all times\nReduce internal delays by proactively managing approvals, compliance, and administrative requirements\nImprove alignment between project progress, financial status, and compliance documentation\nServe as the central control point for project information integrity\nReporting Structure\nReports to: Operations Leadership / Project Operations Manager\nWorks closely with: Sales, Project Managers, Design, Accounting\nBenefits:\n401(k)\nDental insurance\nHealth insurance\nPaid time off\nVision insurance\nApplication Question(s):\nPlease specify your salary requirements\nWork Location: In person","company":"Hb Elements","rawCompany":"hb elements","city":"Pompano Beach","state":"FL","isRemote":false,"isActive":false,"createdAt":"2026-07-21T12:13:15.294Z","occupations":[{"code":"13-1082.00","title":"Project Management Specialists","slug":"project-management-specialists"},{"code":"11-9021.00","title":"Construction Managers","slug":"construction-managers"},{"code":"43-5061.00","title":"Production, Planning, and Expediting Clerks","slug":"production-planning-and-expediting-clerks"}],"industries":[{"code":"236220","title":"Commercial and Institutional Building Construction","slug":"commercial-and-institutional-building-construction"},{"code":"238990","title":"All Other Specialty Trade Contractors","slug":"all-other-specialty-trade-contractors"},{"code":"238390","title":"Other Building Finishing Contractors","slug":"other-building-finishing-contractors"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Project Coordinator","description":"Position Summary\nThe Project Coordinator is responsible for managing the administrative, compliance, and communication flow of projects from sales handoff through production and final closeout. This role ensures that all project documentation, approvals, and compliance requirements are accurate, complete, and executed on time. The Project Coordinator serves as the central hub for project information control, ensuring seamless coordination between clients, sales, production, and internal operations teams.\nThis position plays a critical role in maintaining project accuracy, reducing operational bottlenecks, and ensuring financial and compliance documentation aligns with project status.\nKey Responsibilities\nProject Coordination & Workflow Management\nOversee defined stages of projects from sales handoff through closeout\nFollow established workflow procedures to ensure consistent and efficient project execution\nCoordinate and track project progress across departments, ensuring timely completion of required steps\nIdentify missing information, approvals, or bottlenecks and escalate as needed\nSupport project and production teams with administrative coordination throughout all phases\nProject Documentation & Information Control\nOrganize, maintain, and update all project documentation throughout the lifecycle\nEnsure accurate record-keeping and structured information flow between Sales, Production, Design, and Accounting\nMaintain project files in systems such as ClickUp, NetSuite, and shared drives\nTrack approvals, revisions, and status updates to ensure project records remain current and complete\nClient & Stakeholder Communication\nConduct project welcome calls and send onboarding/welcome emails for new projects\nServe as a point of contact for project-related administrative communication with clients, architects, engineers, and internal teams\nCommunicate updates regarding approvals, required selections, and documentation status\nCoordinate responses and follow-ups between internal departments and external stakeholders\nProject Compliance & Documentation (COIs, NTOs, Liens)\nFile and manage Notices to Owners (NTOs) in accordance with project and legal requirements\nMaintain compliance tracking logs for all active projects\nCoordinate and track Certificates of Insurance (COIs) as required\nOwn the preparation, tracking, and accuracy of lien waivers, ensuring:\nThrough dates align with project billing and payment status\nPayment amounts and details match accounting records\nWaivers reflect accurate project and financial progression\nCoordinate lien waiver routing for notarization and final execution (notarization performed by leadership as required)\nEnsure all compliance documents are completed and issued within required timelines\nProject Financial & Administrative Alignment (Support Function)\nCoordinate with Accounting and Project Operations to ensure documentation aligns with project billing and payment status\nAssist in verifying that project-level documentation (waivers, approvals, and releases) matches current financial standing\nFlag discrepancies between project progress, payments received, and required documentation\nProject Workflow Support Functions\nManage and track color sample approvals with clients and internal teams\nCoordinate distribution and confirmation of installation instructions to production and field teams\nEnsure all project prerequisites, selections, and approvals are completed prior to production release\nMaintain consistency in project setup, workflow, and documentation standards across systems\nAdministrative & Cross-Team Support\nProvide administrative coordination support across Sales, Design, Production, Accounting, and Operations teams\nFacilitate communication and information flow between departments to ensure project continuity\nAssist in improving and maintaining standardized project workflows and procedures\nPerform additional duties as required to support overall project execution and efficiency\nKey Objectives of the Role\nEnsure seamless execution of projects from sales handoff through closeout\nMaintain complete, accurate, and up-to-date project documentation at all times\nReduce internal delays by proactively managing approvals, compliance, and administrative requirements\nImprove alignment between project progress, financial status, and compliance documentation\nServe as the central control point for project information integrity\nReporting Structure\nReports to: Operations Leadership / Project Operations Manager\nWorks closely with: Sales, Project Managers, Design, Accounting\nBenefits:\n401(k)\nDental insurance\nHealth insurance\nPaid time off\nVision insurance\nApplication Question(s):\nPlease specify your salary requirements\nWork Location: In person","datePosted":"2026-07-21T12:13:15.294Z","dateModified":"2026-07-21T12:13:15.294Z","hiringOrganization":{"@type":"Organization","name":"Hb Elements","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Pompano Beach","addressRegion":"FL","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"aeca80a0904ac179f795da8f"},"url":"https://jobsearcher.com/jobs/aeca80a0904ac179f795da8f"}}