Project Coordinator
Summary
Project Coordinator supporting project execution in a professional services firm, managing contracts, schedules, budgets, documentation, and stakeholder communication across multiple projects and teams.
The Project Coordinator (PC) plays a critical role in supporting project execution by managing contracts, schedules, budgets, documentation, and stakeholder communication. This role ensures seamless coordination of operational and logistical aspects across project teams and acts as a bridge between project management and cross-functional teams, ensuring that projects run efficiently while maintaining clear and effective communication with sub-consultants, clients, and internal teams across multiple disciplines.
The ideal candidate thrives in a fast-paced, multi-disciplinary environment and is highly organized, detail-oriented, and proactive in problem-solving. This role will require one who is comfortable hitting the ground running with a proactive approach to learning new systems, tools, software and processes to support their team quickly and efficiently.
1. Project Setup & Administrative Coordination
- Assist in pipeline development and tracking and ensure appropriate records are created and updated.
- Assist with initial project setup, ensuring that files, templates, tracking tools, and systems are established correctly. Ensure compliance with company Standard Operating Procedures (SOPs) for project setup and execution.
- Maintain project documentation, including contracts, scopes of work, meeting minutes, action items, change orders, and sub-consultant agreements.
- Assist team as needed with any grant opportunity research, application development, and submission coordination.
- Facilitate (as needed) internal kick-off meetings to align teams on project scope, roles, and deliverables.
2. Schedule & Budget Tracking
- Work closely with team to assist in budget tracking, financial forecasting, and invoicing preparation.
- Support the maintenance of project schedules, ensuring alignment with deadlines and deliverables.
- Track change orders and budget modifications, ensuring that project financials remain updated and aligned with contractual agreements.
3. Contract & Documentation Management
- Assist in contract lifecycle management, including sub-consultant agreements, client contracts, and regulatory documentation.
- Ensure proper digital and physical record-keeping for all project-related documents, maintaining version control and accessibility.
- Coordinate with legal and finance teams to ensure contract compliance, approvals, and execution.
4. Stakeholder & Client Coordination
- Act as a liaison between internal teams, sub-consultants, vendors, and clients, ensuring clear and efficient communication.
- Support client interactions by preparing meeting materials, presentations, and project reports.
- Facilitate cross-discipline coordination across internal teams, including engineering, permitting, finance, and architecture.
5. Financial Review & Reporting Support
- Assist in preparing weekly financial reports, tracking project expenditures and work authorizations (EWA).
- Coordinate with team to validate billable hours, budgets, and contract compliance.
- Support financial forecasting and fund allocation as part of grant lifecycle if applicable.
- Track billing milestones and assist with invoice processing, ensuring alignment with project scope and financial goals.
Education & Experience
- Associates or Bachelor’s degree in Business Administration, Project Management, Construction Management, or a related field; equivalent coordination or operations experience may be considered in lieu of a degree.
- Experience in project coordination, preferably within the AEC industry or professional services environment.
- Experience with financial tracking, contracts, and multi-disciplinary project coordination.
- Experience supporting multiple projects, teams, and deadlines in a fast-paced environment.
- Demonstrated ability to coordinate across internal teams, clients, and external partners with strong organizational and communication skills.
Work Environment:
- Professional office setting with periodic teams and in-person meetings
- Frequent use of standard office equipment such as computers, phones, printers, and filing systems.
- Dependent upon experience.
- CPH offers Medical, Dental and Vision and Long-Term Disability with a quality insurance company.
- Company Paid Life Insurance and Short-Term Disability.
- 401K, Paid Personal Time Off, Paid Holidays, and Paid Paternal Leave.
CPH is an Equal Opportunity/Affirmative Action/Drug Free Work Environment Employer.