Administrative Project Coordinator

Environmental Air Systems•Albany, NY

About The Position

The Administrative Project Coordinator will be responsible for setting up new projects, maintaining project files, and ensuring accurate and up-to-date document control. This role involves preparing and tracking various project documents such as submittals and drawings, as well as managing purchase orders and monitoring equipment and material deliveries. The coordinator will also provide support for subcontractor administration, change order tracking, billing and invoicing, and project closeout requirements. A key aspect of this role is to help implement and maintain Procore and support consistent project-management procedures across the company. Effective communication with project managers, vendors, subcontractors, and internal departments is essential, along with performing other administrative duties as assigned.

Requirements

Proficiency in Procore
Strong administrative skills
Experience with document control
Familiarity with purchase orders
Understanding of subcontractor administration
Experience with billing and invoicing
Excellent communication skills

Responsibilities

Set up new projects and maintain project files.
Prepare and track submittals, drawings, and other project documents.
Maintain document control and ensure records are accurate and up to date.
Prepare and track purchase orders.
Monitor equipment and material orders and deliveries.
Assist with subcontractor administration and compliance documentation.
Track change orders and project updates.
Provide billing and invoicing support.
Assist with project closeout requirements.
Help implement and maintain Procore.
Support consistent project-management procedures across the company.
Communicate with project managers, vendors, subcontractors, and internal departments.
Perform other administrative duties as assigned.