Project Coordinator

Position Summary The 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. This position plays a critical role in maintaining project accuracy, reducing operational bottlenecks, and ensuring financial and compliance documentation aligns with project status. Key Responsibilities Project Coordination & Workflow Management Oversee defined stages of projects from sales handoff through closeout Follow established workflow procedures to ensure consistent and efficient project execution Coordinate and track project progress across departments, ensuring timely completion of required steps Identify missing information, approvals, or bottlenecks and escalate as needed Support project and production teams with administrative coordination throughout all phases Project Documentation & Information Control Organize, maintain, and update all project documentation throughout the lifecycle Ensure accurate record-keeping and structured information flow between Sales, Production, Design, and Accounting Maintain project files in systems such as ClickUp, NetSuite, and shared drives Track approvals, revisions, and status updates to ensure project records remain current and complete Client & Stakeholder Communication Conduct project welcome calls and send onboarding/welcome emails for new projects Serve as a point of contact for project-related administrative communication with clients, architects, engineers, and internal teams Communicate updates regarding approvals, required selections, and documentation status Coordinate responses and follow-ups between internal departments and external stakeholders Project Compliance & Documentation (COIs, NTOs, Liens) File and manage Notices to Owners (NTOs) in accordance with project and legal requirements Maintain compliance tracking logs for all active projects Coordinate and track Certificates of Insurance (COIs) as required Own the preparation, tracking, and accuracy of lien waivers, ensuring: Through dates align with project billing and payment status Payment amounts and details match accounting records Waivers reflect accurate project and financial progression Coordinate lien waiver routing for notarization and final execution (notarization performed by leadership as required) Ensure all compliance documents are completed and issued within required timelines Project Financial & Administrative Alignment (Support Function) Coordinate with Accounting and Project Operations to ensure documentation aligns with project billing and payment status Assist in verifying that project-level documentation (waivers, approvals, and releases) matches current financial standing Flag discrepancies between project progress, payments received, and required documentation Project Workflow Support Functions Manage and track color sample approvals with clients and internal teams Coordinate distribution and confirmation of installation instructions to production and field teams Ensure all project prerequisites, selections, and approvals are completed prior to production release Maintain consistency in project setup, workflow, and documentation standards across systems Administrative & Cross-Team Support Provide administrative coordination support across Sales, Design, Production, Accounting, and Operations teams Facilitate communication and information flow between departments to ensure project continuity Assist in improving and maintaining standardized project workflows and procedures Perform additional duties as required to support overall project execution and efficiency Key Objectives of the Role Ensure seamless execution of projects from sales handoff through closeout Maintain complete, accurate, and up-to-date project documentation at all times Reduce internal delays by proactively managing approvals, compliance, and administrative requirements Improve alignment between project progress, financial status, and compliance documentation Serve as the central control point for project information integrity Reporting Structure Reports to: Operations Leadership / Project Operations Manager Works closely with: Sales, Project Managers, Design, Accounting Benefits: 401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Please specify your salary requirements Work Location: In person