Turnkey Project Coordinator

SCOPOS Hospitality Group•Ephrata, PA

About The Position

The Turnkey Project Coordinator is responsible for coordinating, tracking, documenting, and supporting all phases of the project lifecycle, with a strong emphasis on pre-construction, financial tracking, documentation control, and cross-functional communication. This role serves as a central point of coordination between internal teams, consultants, contractors, and clients to ensure projects progress efficiently, information is accurate and complete, and risks related to scope, cost, and timelines are identified early and communicated clearly. The position requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple projects and deadlines simultaneously. This department is incredibly fast-paced. Top candidates will have a high stress tolerance and be open to frequent overtime.

Requirements

Strong organizational and project coordination skills; able to manage multiple projects and competing priorities.
Exceptional attention to detail, follow-through, and documentation discipline.
Strong written and verbal communication skills; comfortable coordinating across internal teams and external partners.
Proficiency with project management and document control tools (Bitrix, ACC, ActiveCollab, Teams, Outlook, and related platforms).
Comfort reviewing technical documents, proposals, and financial data; ability to identify discrepancies and missing information.
High level of professionalism, discretion, and accountability.

Nice To Haves

Experience in construction, architecture, engineering, or commercial project coordination.
Familiarity with AIA billing, RFIs, submittals, and change order workflows.
Experience supporting multi-disciplinary teams and client-facing project coordination.
Comfort using AI tools to accelerate documentation, meeting notes, and administrative workflows.

Responsibilities

Project Coordination & Documentation Management Create, maintain, and organize project folders and documentation within Bitrix, ACC, ActiveCollab, Teams, and other designated systems.
Record, file, and distribute project documents, including drawings, specifications, RFIs, submittals, proposals, meeting notes, and change orders.
Review drawing/document sets against markups after drafting revisions to confirm updates were applied correctly.
Compile, track, and distribute information requests between architects, engineers, contractors, and client stakeholders; distribute responses as received.
Ensure required project documentation is collected, logged, and maintained in alignment with client and project requirements.
Pre-Construction & Procurement Support Prepare and distribute bid/document packages during pre-construction, including requests for Architectural, MEP, Structural, Environmental Assessments, FSEC, GCs, and specialty services.
Research and document permit submission requirements, costs, and timelines based on project location.
Gather and distribute pre-construction requests for information (RFIs) and maintain a log of open items.
Review contractor quotes against the scope of work documents; identify scope gaps, incorrect information, or work not required by the scope/trade.
Create and implement Request for Proposal (RFP) forms; distribute to appropriate vendors and file responses.
Conduct first review of proposals to identify missing or incorrect information; route complete packages for leadership review and approval.
R&D architects/MEP partners by project area when projects advance from SE to SD; maintain vendor lists and references.
Financial Tracking & Billing Coordination Submit invoices to Accounting for payment via Bitrix; include required notes and links to filed invoice locations.
Update project cost trackers and maintain accurate supporting documentation for each financial change.
Submit client project billing requests via Bitrix, including billing details pulled from project cost trackers.
Perform first-level review of AIA billing for completeness and accuracy; file, post to Bitrix, route for approval, and update project trackers.
Create and maintain Turnkey budgets and cost trackers at appropriate project phases; assemble master budgets as numbers come in.
Coordinate with internal stakeholders (Renee, Branding, Maria T., Estimating) for concept budgets and revisions; document and file all inputs.
Track profitability and prepare a profitability report at project completion.
Scheduling, Communication & Stakeholder Coordination Post project updates to Teams chats and Bitrix; ensure key stakeholders receive timely information after significant updates.
Create and maintain project status updates in Bitrix; track milestones and deadlines.
Set up and facilitate coordination meetings and internal project reviews; schedule 1:1 status updates as needed.
Create and distribute meeting agendas, including prior action items for review at the start of calls.
Create or request meeting notes using AI tools; post, file, and distribute notes to appropriate stakeholders.
Take meeting action items and post them to the TK To Do job board; set timelines, reminders, and ownership in task calendars.
Distribute project schedules to the project team, Operator/Facilities/Maintenance, Procurement, ID/Branding; post to Bitrix and add key dates to calendars.
Send reminders of milestones, submission dates, and deliverables to keep project teams aligned.
Vendor Management, Compliance & Controls Request and track W-9s and Certificates of Insurance (COIs) that meet project-specific requirements and proper language.
Queue vendor payment requests and track/document requests through completion.
Create and manage TK contacts in Bitrix; ensure contractors are categorized correctly and clean up existing records; request data exports when needed.
For Sodexo projects: distribute contractor documentation requirements, enforce compliance, track, file, log, and submit as required.
Construction Phase Support & Field Coordination Create projects in ACC when applicable; load documentation and send required notifications.
Distribute notifications to the project team when client requests/changes are received and when updates are applied.
Send marked-up campus maps and site logistics information (work area location, parking, security access, PPE requirements, meeting locations, dumpster locations, etc.) as required.
Set up weekly GC PM and site superintendent calls and weekly client/facilities update calls.
Answer simple field questions; categorize in Outlook and escalate changes with financial or scope impact to leadership.
Coordinate site visits with the project team when requested; print documents for site visits as needed.
Download project photos and post to file storage and SmugMug when applicable.
Submittals, RFIs, Change Orders & Closeout Receive, file, post, distribute, and track submittals and RFIs; maintain logs and ensure responses are received within required timelines.
Request/create change order requests; document scope/cost/time impacts, and route for approval.
Request, track, assemble, file, and post all documents required for O&M manuals; coordinate approvals and release of retainage when documentation is complete and accepted.
Assist in post-construction client requests for warranty work/equipment repair; request warranty/repair forms from vendors and update internal records.
Systems, Reporting & Administrative Expectations Ensure all time for the Turnkey department is logged accurately in Active.
Create project tasks for the ID department in ActiveCollab when needed.
Schedule FS tasks and update the FS PM with project changes.
Maintain tracking sheets for contractor square-foot pricing by state/region; update estimating references on a defined timeline.
Post updates to Miro boards during pre-construction or pricing exercises as needed.
Support Noemi (ID Coordinator) as needed.