Project Coordinator – Maintenance & Subcontractor Operations

Project Coordinator – Maintenance & Subcontractor Operations

Department:
SJA Pros

Reports To:
Operations Coordinator

Role Type:
Full-Time, Remote

Position Overview
The Project Coordinator plays a critical role in supporting SJA Pros’ maintenance and restoration operations. This position manages large and complex projects—including insurance-related repairs, mitigation follow-through, and multi-trade maintenance scopes—while also supporting the growth of SJA Pros’ subcontractor network through outreach, vetting, and onboarding.
This role ensures that projects move efficiently from initial assessment to completion, that subcontractors meet SJA Pros’ standards for quality and compliance, and that communication between property managers, owners, technicians, and subcontractors remains consistent and timely.

Key Responsibilities
1. Project Coordination – Large Maintenance & Insurance-Related Projects
Serve as the primary coordinator for high-complexity maintenance projects, including insurance claims, mitigation follow-through, flooring replacements, plumbing repairs, multi-trade reconstruction, and vendor-driven scopes.
Review inspection reports, mitigation summaries, scopes of work, and adjuster correspondence to determine next steps and required trades.
Create, assign, and track work orders within ClickUp, maintaining accurate documentation, photos, notes, and schedule updates.
Coordinate with mitigation vendors, adjusters, and specialty trades to ensure timely sequencing of repair phases.
Prepare complete scope packets for subcontractors, including photos, diagrams, itemized task lists, and required materials.
Communicate with owners, property managers, and tenants regarding timelines, access needs, approvals, and project status.
Monitor project progress, follow up on delays, and escalate issues when required.
Verify completion of work, review technician notes and photos, and ensure all tasks are closed out according to SJA Pros standards.
Support invoicing by confirming that completed work matches the approved scope and that all documentation is properly uploaded.

2. Subcontractor Outreach, Vetting & Onboarding
Conduct ongoing outreach to expand SJA Pros’ network of qualified subcontractors across all trades.
Vet potential subcontractors by reviewing licensing, business registration, COIs, specialty licenses (e.g., electrical, plumbing), W-9s, and references.
Request and review pricing sheets, hourly rates, diagnostic fees, and wholesale pricing when applicable.
Ensure all subcontractors meet SJA Pros’ policy requirements—including no location-based trip fees and adherence to Property Meld communication standards.
Onboard approved subcontractors, ensuring they understand SJA Pros’ workflow, expectations, documentation standards, and communication requirements.
Maintain an organized subcontractor database with up-to-date contact information, service areas, specialties, and pricing.
Track subcontractor performance, quality, reliability, and responsiveness to inform future assignment decisions.
Support the Director and Manager in assigning new work opportunities based on performance and capacity.

3. Communication & Coordination Support
Serve as a liaison between Property Managers, tenants, owners, subcontractors, and internal teams.
Draft clear, professional emails to owners and subcontractors regarding repairs, approvals, scheduling, and project updates.
Provide timely follow-ups and document all communication within ClickUp or Property Meld.
Assist with weekly project reviews, internal operations meetings, and coordination updates.

4. Compliance, Documentation & Quality Standards
Ensure all work adheres to SJA Pros standards, Washington State safety requirements, and any specialty trade code compliance.
Maintain meticulous documentation—including photos, moisture logs, inspection notes, and technician updates—for insurance-related projects.
Verify that subcontractors follow safety protocols, professional conduct standards, and SJA Pros’ expectations for tenant interaction.
Support the team in identifying process improvements and updating SOPs to streamline project coordination workflows.


Qualifications
Experience in property management, construction coordination, restoration, or maintenance operations preferred.
Knowledge of insurance claims, mitigation, and multi-trade coordination is a strong plus.
Strong organizational skills with the ability to juggle multiple projects and deadlines.
Excellent written and verbal communication skills.
Ability to build strong relationships with subcontractors and internal teams.
Detail-oriented, process-driven, and comfortable following structured workflows.
Ability to learn quickly, solve problems, and adapt to changing priorities.


Success in This Role Looks Like
Projects run smoothly with minimal delays and complete documentation.
Subcontractors are responsive, reliable, properly vetted, and aligned with SJA Pros’ standards.
Owners and property managers receive timely updates and clear expectations.
Work orders are accurately assigned, tracked, and closed with professional documentation.
Insurance-related jobs include full compliance, detailed photos, and accurate records.
The subcontractor network grows in coverage, quality, and specialization.



HOW TO APPLY
Please send a copy of your resume along with the the following:

1. Self-Introduction Video: Please record a short video (1-2 minutes) introducing yourself, highlighting your relevant experience, and answering the following question: What unique strengths do you feel you would bring to this role?

2. Typing Test Result: Please complete a typing test and share the results with us. You can use any online typing test platform of your choice.

3. Internet Speed Test Result: Please perform an internet speed test and provide the results, particularly if the interview will be conducted virtually. You can use websites like speedtest.net for this purpose.

We look forward to getting to know you better and discussing how you can contribute to our team.