Project Coordinator

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Role Overview:
The Virtual Project Coordinator will assist in coordinating projects from initial sales opportunity through project completion and final billing, ensuring that all information is properly entered into systems, schedules are organized, and financial tracking is accurate.

Key Responsibilities
Sales to Project Setup
• Ensure all sales information is entered into the ERP system
• Assist with quote formatting and proposal documentation
• Organize project documentation and client records
• Create project files and assign project numbers
• Assist with vendor onboarding and documentation

Project Scheduling & Logistics
• Coordinate crew scheduling and subcontractors
• Track and schedule equipment and tools
• Coordinate travel and accommodations for crews
• Monitor project timelines and start dates
• Work with operations to ensure all logistics are organized

Excel & Documentation Verification
• Maintain and verify all Excel tracking sheets for each project
• Ensure quantities, pricing, labor hours, and costs match approved estimates
• Verify spreadsheets used for quotes, job costing, and billing
• Track equipment usage, labor hours, and material quantities
• Identify discrepancies and report them to management
• Ensure project data matches ERP records

Cost & Hours Tracking
• Track labor hours and crew time sheets
• Assist operations with job cost tracking
• Monitor project budgets and expenses
• Compile daily reports and field updates

Change Order Tracking
• Track all change orders across projects
• Ensure change orders are documented and approved
• Update project documentation when scope changes occur

Billing & Financial Coordination
• Track billing milestones
• Assist with staggered billing schedules
• Ensure billing documentation is ready for finance
• Coordinate final billing and project closeouts

Project Lifecycle Management

The coordinator will help manage the entire project lifecycle from Quote, Awarded Project, Project Setup, Scheduling & Execution, Change Orders, Progress Billing, Final Billing and Closeout.

Systems Used
• ERP system
• ---------- or project management tools
• Excel / Google Sheets
• Outlook
• Document management platforms

Training will be provided on MTLI systems.

Required Skills
• Strong Excel and spreadsheet management skills
• High attention to detail
• Excellent written communication
• Ability to track multiple projects simultaneously
• Strong organizational skills

Preferred Experience
• Construction or industrial project coordination
• Job costing or financial tracking
• Project scheduling
• ERP or CRM systems