Associate Project Manager

The Project Coordinator provides administrative and operational support to Project Managers and field teams, helping ensure facilities maintenance and construction projects run smoothly from initiation through closeout. This role is highly organized and detail-oriented, acting as a central point of coordination for documentation, scheduling, and communication.

Core Responsibilities:

Project Administration

· Prepare, organize, and maintain project documentation, including contracts, submittals, RFIs, and change orders

· Track project schedules and milestones, flagging potential delays to the Project Manager

· Assist with the preparation of project budgets, invoices, and cost tracking reports

Communication & Coordination

· Serve as a point of contact between clients, subcontractors, vendors, and internal teams

· Schedule and coordinate meetings, site visits, and inspections

· Distribute meeting notes, action items, and project updates to stakeholders

Procurement & Vendor Support

· Assist with the procurement of materials, equipment, and subcontractor services

· Track purchase orders and delivery schedules

· Maintain vendor and subcontractor contact and compliance records

· Coordinate labor forces and skilled trades to ensure the right resources are assigned to each project

· Prepare, review, and track vendor and subcontractor insurance certificates and compliance documentation

Documentation & Reporting

· Maintain accurate project files, drawings, and permits in company systems

· Prepare status reports and dashboards for internal and client reviews

· Support project closeout activities, including punch list tracking and final documentation