Project Coordinator

Position Summary

The Project Coordinator is responsible for ensuring projects are fully prepared prior to scheduled start dates, maintaining customer communication throughout the project lifecycle, and supporting the Operations Team with scheduling and administrative coordination.

This role serves as the central point of contact for project readiness and customer updates, helping projects start on time and reducing administrative burden on the Project Manager and Operations Director.

Reports To

Operations Director

Primary Responsibilities

Project Readiness Management

• Maintain a project readiness checklist for all upcoming jobs.
• Verify 811 locates have been requested and completed.
• Confirm permits (if applicable) are secured.
• Verify materials have been ordered, delivered, or scheduled for delivery.
• Confirm subcontractors are scheduled when needed.
• Ensure equipment and resources are available before start dates.
• Conduct readiness reviews 1–2 weeks before project start.

Customer Communication

• Contact customers prior to project start to confirm scheduling.
• Notify customers of schedule changes or delays.
• Communicate material delays, weather impacts, or project issues.
• Serve as a customer liaison throughout the project lifecycle.
• Document all customer communications in CRM/project software.

Scheduling Support

• Assist Project Manager with maintaining project schedules.
• Monitor upcoming projects for potential conflicts or readiness concerns.
• Coordinate schedule adjustments and communicate updates internally and externally.

Administrative & Operations Support

• Maintain project files and documentation.
• Track project milestones and status updates.
• Prepare reports for Operations Director and Project Manager.
• Follow up on outstanding items affecting project starts.

Call Overflow & Office Support

• Answer incoming calls during peak periods.
• Schedule estimate appointments.
• Route customer inquiries appropriately.
• Provide coverage during vacations, breaks, and high-volume periods.

Example Weekly Workflow

Monday

• Review all projects scheduled within the next 2–3 weeks.
• Update readiness checklist.
• Follow up on missing locates, permits, materials, or customer approvals.

Daily

• Contact customers regarding upcoming starts.
• Handle schedule changes.
• Update project statuses.
• Assist with incoming calls.

Friday

• Conduct readiness review for the following week's projects.
• Meet with Operations Director and PM to discuss risks and concerns.

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