Project Coordinator

Planet Fitness-United Fitness Partners•Austin, TX

1d•Remote

About The Position

The Project Coordinator will work together with the Construction Manager and Project Managers, providing the administrative, documentation, scheduling, and reporting support that keeps all assigned projects organized and on track. The Project Coordinator ensures information flows smoothly across the team and that project records, deadlines, and follow-ups are managed so Project Managers can focus on delivering projects.

Requirements

2+ years of experience in project coordination, administration, or construction/facilities support.
Highly organized and detail-oriented, with the ability to manage many projects and deadlines at once in a fast-paced, high-growth environment.
Proficiency with Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint) and project tracking tools such as Smartsheet; comfortable learning new systems.
Strong written and verbal communication skills, with consistent, proactive follow-up.
Strong administrative and document-management skills, including budget tracking, invoice processing, scheduling and timeline management, meeting recaps, and record-keeping.
Ability to partner with Project Managers, field leaders, and vendors in accordance with the core values of United PF.

Responsibilities

Own and maintain the master project tracker and Smartsheet project timelines for all active new-build, remodel, and capital projects—keeping status, milestones, key dates, and owners current, and proactively requesting updates to keep timelines accurate.
Own document control—organize and file drawings, permits, contracts, LOAs, insurance certificates (COIs), purchase orders, invoices, and closeout packages to the standardized SharePoint structure and naming convention.
Coordinate and record project meetings and calls—kickoffs, status updates, and closeouts—preparing agendas, capturing notes, and preparing and distributing email recaps while tracking action items through to completion.
Prepare and distribute weekly project status reports for the Construction Manager and Project Managers.
Track project deadlines, submittmits, inspections, and permit milestones, proactively following up so nothing falls through the cracks.
Onboard selected general contractors and vendors—collect and verify MSAs, W-9s, and Certificates of Insurance; set them up in Accounts Payable; and confirm onboarding is complete before work begins (Project Managers interview and select).
Prepare purchase orders and Letters of Authorization (LOAs) for Project Manager approval and signature, and process and route POs, invoices, and change-order paperwork to Finance/Accounts Payable, tracking each to resolution.
Support the bid process—distribute bid documents, collect proposals, and organize bid comparisons for Project Manager review.
Maintain project budget trackers and logs as directed by the Project Managers, flagging variances or missing information.
Communicate directly with general contractors and vendors on status, documents, and scheduling—without committing scope, cost, or approvals, which route to the Project Manager.
Coordinate scheduling and logistics for site visits, job walks, and punch walks, and help compile punch lists and closeout documentation.
Support the handoff of completed projects to Operations, Facilities, and Maintenance by assembling warranty, as-built, and closeout records.
Identify opportunities to improve documentation, reporting, and administrative workflows, including automation within Smartsheet and Microsoft 365.