Project Coordinator

MRA Recruiting Services•Milwaukee, WI

9d•Onsite

About The Position

The Project Coordinator at Heritage Glass, LLC, is a vital link between the office, our field operations team, and project stakeholders. This role provides essential administrative and operational support to the Project Manager and field glazier technicians, ensuring the seamless execution of commercial glass installation, remodeling, and repair projects across the Milwaukee area and beyond. The Project Coordinator is responsible for maintaining project documentation, coordinating schedules, tracking materials, and facilitating clear communication, all while upholding our core values and unwavering commitment to safety. Heritage Glass is a privately held Milwaukee, Wisconsin-based glass glazing company dedicated to providing high-quality commercial glass solutions. We pride ourselves on craftsmanship, integrity, and a client-first approach. Our success is built on the foundation of strong relationships and a commitment to operational excellence.

Requirements

3-4 years of experience in a project coordination, administrative support, or logistics role, preferably within the construction, manufacturing, or a related trade industry.
High school diploma or equivalent; an associate or bachelor's degree in construction management, Business Administration, or a related field is a plus.
Strong organizational skills and attention to detail are paramount.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Ability to work independently and as part of a team in a fast-paced environment.

Nice To Haves

an associate or bachelor's degree in construction management, Business Administration, or a related field is a plus.
experience with construction management software (e.g., Procore, Sage, ComputerEase) is highly desirable.
Ability to read and interpret blueprints and construction documents is a plus.
Strong problem-solving abilities and a proactive approach to challenges.

Responsibilities

Assist the Project Manager in the planning, execution, and closeout of multiple projects simultaneously.
Manage and maintain all project documentation, including contracts, blueprints, change orders, submittals, permits, and closeout documents, ensuring accuracy and accessibility.
Prepare project reports, schedules, and budgets under the direction of the Project Manager.
Serve as a primary point of contact for field glazier technicians, addressing day-to-day operational questions and relaying information from project management.
Coordinate project schedules, material deliveries, equipment rentals, and subcontractor activities to align with project timelines.
Facilitate effective communication between the office, field crews, general contractors, and suppliers.
Track and monitor project materials, coordinating with suppliers to ensure timely ordering and delivery to job sites.
Assist with the procurement of materials and equipment, ensuring adherence to budget constraints.
Help prepare job site startup packets, which include safety information, scopes of work, and key contacts.
Process expense reports, receipts, and timecards accurately and promptly.
Assist with project billing and invoice preparation.
Collaborate with PMs to track project progress and estimated completion status.
Process and maintain organized records of project invoices, documentation, and correspondence.
Track and archive product warranties and project close-out documents.
Retain and process vendor and sales invoices.
Ensure that project files are complete, accurate, and up to date.
Organize and schedule project meetings, preparing agendas and documenting meeting minutes.
Assist in preparation for QSOC field meetings/ events.
Perform general administrative and clerical duties to support the field operations team.
Including supply ordering for office and cleaning functionality.
Administrative oversight of the fleet, keeping registration and insurance compliance current and assertively reporting any safety observations or concerns.
Act as a member of the EOS L10 meetings, representing leadership and strategic solutions for the company's path forward.
Immediately reporting any potential safety hazards or incidents observed in the field or office.
Ensuring all safety documentation (e.g., permits, checklists, meeting minutes) is complete, current, and properly filed.
Supporting the coordination of safety training and the distribution of appropriate Personal Protective Equipment (PPE).
Leading by example and promoting safe work practices in all communications with field personnel.