PROJECT COORDINATOR

Role Summary:

The Project Coordinator is the primary customer-facing role within the commercial project delivery team. Working across all phases of the Project Delivery Workflow, the Coordinator owns the day to day coordination of the project — managing client communication, tracking construction schedules and deliveries, resolving field issues, and ensuring every project reaches a clean closeout. This role works directly with the Project Manager, Account Analyst, and Sales to keep projects moving through all five milestone gates.

Scope of the Position:

The Project Coordinator will be located at the Huntsville, AL site. This position requires < 15% travel to job sites and customer locations.

Responsibilities:

Responsibilities expected of this position include, but are not limited to, the following:

Project Coordination & Customer Communication

• Lead project kickoff communication with customers, establishing project contacts, communication expectations, and workflow processes
• Serve as the primary customer-facing contact for daily project coordination and issue resolution
• Maintain consistent communication with General Contractors, superintendents, vendors, and internal teams throughout the project lifecycle
• Provide timely project updates regarding schedules, deliveries, material availability, and change orders

Scheduling & Delivery Coordination

• Request, review, distribute, and maintain construction schedules for all assigned projects
• Continuously track project sequencing and proactively communicate schedule changes impacting deliveries or operations
• Coordinate with internal logistics teams and vendor partners to align deliveries with site readiness and installation schedules
• Assist with shipment breakouts, delivery sequencing, and field coordination efforts

Project Documentation & Systems Management

• Maintain accurate and current project information within Teams, BisTrack, SharePoint, and Wilson Works
• Track purchase orders, order acknowledgments, delivery statuses, and project milestones
• Update delivery methods, review dates, and sequencing details as construction schedules evolve
• Ensure all project documentation is organized, accurate, and accessible to internal stakeholders

Change Order & Issue Resolution Management

• Manage the change order process from initiation through communication and documentation
• Coordinate with Project Managers regarding approval requirements and customer communication
• Track scope changes and notify the Account Analyst of any impacts to contract value or billing
• Resolve customer concerns proactively while escalating critical issues appropriately

Closeout & Financial Support

• Coordinate punch list completion with field teams and superintendents
• Compile and distribute complete project closeout documentation packages
• Confirm billing discrepancies, delivery variances, and documentation issues are resolved prior to final closeout
• Support the Account Analyst with pay application documentation, lien waivers, and administrative project support as needed

Continuous Improvement

• Identify opportunities to improve project workflows, communication processes, and operational efficiency
• Support departmental initiatives focused on scalability, customer experience, and continuous improvement
• Contribute positively to team development and collaborative problem-solving efforts