Project Coordinator
Summary
Provides administrative, scheduling, and documentation support for construction projects using Smartsheet, SharePoint, and Microsoft 365. Ensures project timelines, trackers, and vendor onboarding are managed efficiently.
THE PLANET FITNESS MISSION
We at Planet Fitness are here to provide a unique environment in which anyone, and we mean anyone, can be comfortable in a diverse, judgement-free zone where a lasting, active lifestyle is built. Our product is a tool. A means to an end. Not a brand name or a mold maker, but a tool that can be used by anyone. In the end, it’s all about you. As we evolve and educate ourselves, we will seek to perfect this safe, energetic environment, where everyone feels accepted and respected. We are not here to kiss your butt, only to kick it if that’s what you need. We need you, because face it, our planet wouldn’t be the same without you. You belong!
ORGANIZATION OVERVIEW
Title: Project Coordinator – Construction (Capital Projects)
Location: Remote / Field-Based as Needed
Status: Exempt / Full-Time
Reports To: Construction Manager
The Opportunity
Look no further if you like to have fun, positively impact people, and grow your leadership skills in the coolest place on the planet. Your opportunity has arrived!
United FP is dynamic and continually evolving. You must be self-motivated. You should think like an entrepreneur, constantly innovating and driving positive changes. Most importantly, you deliver consistently and over the top results! A role with United FP is an opportunity to be a part of something special. If you would love to work for a company that changes people’s lives for the better every day, helps them live healthier, doesn’t judge anyone, supports their communities, and the Boys and Girls club, then this may be your dream job!
What You'll Be Doing
The Project Coordinator will work together with the Construction Manager and Project Managers, providing the administrative, documentation, scheduling, and reporting support that keeps all assigned projects organized and on track. The Project Coordinator ensures information flows smoothly across the team and that project records, deadlines, and follow-ups are managed so Project Managers can focus on delivering projects.
- Own and maintain the master project tracker and Smartsheet project timelines for all active new-build, remodel, and capital projects—keeping status, milestones, key dates, and owners current, and proactively requesting updates to keep timelines accurate.
- Own document control—organize and file drawings, permits, contracts, LOAs, insurance certificates (COIs), purchase orders, invoices, and closeout packages to the standardized SharePoint structure and naming convention.
- Coordinate and record project meetings and calls—kickoffs, status updates, and closeouts—preparing agendas, capturing notes, and preparing and distributing email recaps while tracking action items through to completion.
- Prepare and distribute weekly project status reports for the Construction Manager and Project Managers.
- Track project deadlines, submittals, inspections, and permit milestones, proactively following up so nothing falls through the cracks.
- Onboard selected general contractors and vendors—collect and verify MSAs, W-9s, and Certificates of Insurance; set them up in Accounts Payable; and confirm onboarding is complete before work begins (Project Managers interview and select).
- Prepare purchase orders and Letters of Authorization (LOAs) for Project Manager approval and signature, and process and route POs, invoices, and change-order paperwork to Finance/Accounts Payable, tracking each to resolution.
- Support the bid process—distribute bid documents, collect proposals, and organize bid comparisons for Project Manager review.
- Maintain project budget trackers and logs as directed by the Project Managers, flagging variances or missing information.
- Communicate directly with general contractors and vendors on status, documents, and scheduling—without committing scope, cost, or approvals, which route to the Project Manager.
- Coordinate scheduling and logistics for site visits, job walks, and punch walks, and help compile punch lists and closeout documentation.
- Support the handoff of completed projects to Operations, Facilities, and Maintenance by assembling warranty, as-built, and closeout records.
- Identify opportunities to improve documentation, reporting, and administrative workflows, including automation within Smartsheet and Microsoft 365.