Project Coordinator

Reeder Distributors, Inc.•Fort Worth, TX

33d•$60,000 - $70,000•Onsite

About The Position

We are seeking a highly organized and detail-oriented Project Coordinator to join our team. This role is responsible for supporting project onboarding, document control, job setup, change order management, and overall project coordination. The ideal candidate will work closely with Project Managers, Finance, Procurement, subcontractors, and field teams to ensure projects are accurately tracked and maintained. The Project Coordinator will help maintain accurate project records, manage supporting documentation, assist with billing coordination, and support project closeout processes. This position plays a key role in maintaining the accuracy, organization, and efficiency of daily project operations while supporting the successful execution of projects from start to finish.

Requirements

Proven experience as a Project Coordinator, Project Administrator, or in a similar project support role.
Construction or related project experience is required. Applicants without relevant construction or contracting experience may not be considered.
Strong working knowledge of project documentation, change order processes, and project lifecycle management.
Proficiency with project management and CRM software and accounting systems (QuickBooks preferred).
Proficiency in Microsoft Office applications, especially Excel and Outlook.
Excellent organizational skills with strong attention to detail and accuracy.
Effective written and verbal communication skills for interacting with internal teams, subcontractors, general contractors, and customers.
Ability to manage multiple projects and competing priorities under tight deadlines.
High level of integrity and discretion when handling contracts, financial information, and confidential project details.

Responsibilities

Ensure jobs are fully entered across systems
Validate project documentation, including signed contracts, drawings, SOW/SOVs, workbooks, and part numbers.
Log and track all change orders
Ensure change order documentation is complete, accurate, and consistent across all systems, and update SOVs accordingly.
Maintain accurate and up-to-date project records.
Ensure consistency of project data across all systems
Manage GC portal updates and requests.
Request project Certificates of Insurance (COIs).
Track key project milestones, deadlines, and status updates.
Ensure Project Manager updates are accurately reflected in all systems.
Assist with project scheduling and coordination of internal deadlines.
Attend project meetings as needed and distribute meeting notes and action items.
Follow up on outstanding deliverables and project timeline updates.
Coordinate with Procurement to track material lead times, shipping updates, and delivery schedules.
Update and verify job costing for projects of varying size and scope.
Identify discrepancies, missing documentation, or process gaps and escalate issues as needed.
Prepare and submit project submittments.
Store and organize project documentation, including contracts, change orders, field reports, completion sign-offs, and closeout documents (O&M manuals, warranties, as-builts, etc.).
Assist with project closeout and turnover documentation.
Coordinate service handoff at project completion.
Ensure all required closeout documents are collected and submitted prior to project completion.
Coordinate and maintain subcontractor agreements and related documentation.
Track subcontractor compliance documentation, including COIs, W-9s, and executed agreements.
Maintain subcontractor records, including change orders and updates.
Identify billable events across active projects.
Assist with preparation of SOVs for pay applications.
Prepare and communicate organized billing packages to Finance, including percent complete and billable inventory for projects of varying size and scope.
Assist with invoice backup documentation and billing support as needed.