Project Coordinator

PPC Partners•New Berlin, WI

52d

About The Position

The Project Coordinator - Finance supports project operations by coordinating administrative, financial, and reporting activities across multiple job sites. This role ensures projects run smoothly by assisting with scheduling, documentation, billing, and communication between project teams, vendors, and the Finance department. Key responsibilities include processing invoices and payroll documents, managing expense reports and job cost coding, maintaining organized records, and supporting project forecasting and reconciliation. The position plays a vital role in maintaining financial accuracy, operational efficiency, and consistent communication across all phases of project delivery. At PPC Partners we believe in the Power to Serve along with the Pursuit of Excellence. _As such the following values guide our behaviors: A Servant's Heart - Focus on the Needs of Others, Wisdom - Insightful, Integrity - Honesty and Trustworthy, Courage - Decisive and Confident in Others, Humility - Modest and Respectful, Passion - Unfailing Dedication

Requirements

Positive safety attitude and personal integrity - both are non-negotiable
Proficiency with Microsoft Office Suite (including Excel, Word, Outlook, and Teams)
Strong communication skills, both verbal and written
Strong interpersonal skills; ability to interact with all levels of the company and customers
Capable of maintaining important information confidential
Ability to accurately multi-task in a fast-paced environment
Office environment, requiring sitting and standing and extended amounts of time using a computer/keyboard at a single workstation.

Nice To Haves

Bachelor's Degree in Construction Management/Sciences, Engineering (Electrical, Mechanical, Building Science, etc.), or related is preferred
Prior experience in contracting, engineering, construction management, or a related field preferred

Responsibilities

Assist with obtaining printing plans, specifications, and addendums for estimating and active jobs
Coordinate permits, inspections, digger's hotline tickets, and other site-related needs
Track job activity including materials, resources, equipment, and timelines
Compile needed information for material purchases, submittals, and operation & maintenance manuals as requested by Project Managers
Assist with close out documents and presentations
Support estimating tasks such as takeoffs and bid package preparation
Assist with general office operations
Type letters, reports, proposals, memos, and other documentation
Maintain organized documentation of active and archived projects
Maintain required records, filing systems, and routine reporting schedules
Communicate bid invitations, deadlines, and updates to clients and internal teams
Request vendor quotes and issue purchase orders as needed
Maintain detailed customer notes
Deliver consistent, high-quality service to customers, field personnel, and vendors
Help ensure effective conflict management and professional communication
Prepare and process billing, change orders, and final invoices
Process insurance certificates, contracts, and claims per project and customer requirements
Track expenses and support cost monitoring and savings initiatives
Compile invoice packets and supporting documents for billing
Prepare and submit certified payroll, lien waivers, and related documentation
Handle layoff checks and other site-specific paperwork
Approve and code employee time on jobs
Process and submit expense reports
Manage ordering (Amazon and vendor portals)
Support the Project Accountant with reconciliations, forecasting data, and job status reporting
Maintain communication with project teams and Finance to ensure alignment on all site-level financial activity
Pre-plan and identify the methods to eliminate hazards daily by work task.
Execute skill in observing habits and hazards of others and bringing it to their attention.
Uphold safety as the most important goal of our company. Support goal of achieving zero accidents.
Promote and encourage open communication between field and office regarding all safety concerns, suggestions, improvements, and PPE needed.
Obtain safety training as expected by all company personnel.