Project Coordinator

The Project Coordinator is responsible for the day-to-day file management, support of construction activities and scheduling of multiple production housing projects. Using attention to detail, you will be tasked with the development of cost-effective measures, ensuring that all projects meet quality standards, budgets and deadlines.  

Key Job Duties:  

Budget & Cost Management
• Develop and maintain project budgets, ensuring accurate forecasting, cost tracking, and real-time financial reporting.
• Monitor variances and collaborate with finance to resolve discrepancies, manage accruals, and maintain budget integrity.
• Generate and process purchase orders, ensuring pricing accuracy, scope alignment, and adherence to approval protocols.
• Work with procurement and finance to address invoice issues, missing charges, and proper cost allocations.  

Project Documentation & Administration
• Maintain organized digital project files with up-to-date documentation, including drawings, specifications, permits, and inspection records.
• Upload and manage project content within content management systems (e.g., shop drawings, selections, warranties).
• Track and log all permit approvals and utility applications, ensuring compliance and accessibility across teams.  

Change Management & Scope Coordination
• Document and manage all change requests, including material substitutions, regulatory updates, and scope adjustments.
• Process and track variance purchase orders (VPOs), assessing both cost and schedule impacts.
• Ensure all approved changes are communicated to stakeholders and reflected in project plans and timelines.
• Prioritize urgent change requests to avoid disruption to critical construction activities.  

Stakeholder Communication & Project Coordination
• Provide regular project updates to key stakeholders, including construction, procurement, and executive teams.
• Communicate scope changes to vendors and confirm revised pricing or deliverables are captured accurately.
• Work closely with internal teams to implement changes efficiently and keep schedules aligned.  

Process Improvement & Team Support
• Analyze recurring project issues such as delays, budget overruns, or documentation gaps and propose actionable improvements.
• Identify opportunities to reduce costs through better scheduling, trade coordination, or supplier negotiation.
• Support the development and refinement of standard operating procedures for the production team.
• Contribute to continuous improvement by sharing lessons learned and aligning with cross-functional teams on best practices.  

Essential Skills and Competencies:  

Budgeting & Cost Control
• Experienced in developing and maintaining project budgets, tracking committed costs, and identifying variances.
• Proficient in generating purchase orders, reviewing invoices, and resolving financial discrepancies in collaboration with procurement and finance teams.  

Project Coordination
• Skilled in identifying and resolving scheduling conflicts, resource shortages, and project bottlenecks.
• Experienced in managing change requests and variance purchase orders while maintaining alignment with project timelines and scope.  

Documentation & Records Management
• Proficient in organizing digital project files, ensuring version control and accessibility of drawings, permits, and specifications.
• Experienced in maintaining accurate records of approvals, inspections, and material selections.  

Communication & Stakeholder Engagement
• Strong communicator with the ability to provide clear project updates to cross-functional teams and vendors.
• Skilled in collaborating with internal departments to ensure alignment on project goals, changes, and milestones.  

Process Improvement & Problem Solving
• Experienced in analyzing project challenges to recommend and implement process improvements.
• Proactive in identifying cost-saving opportunities and efficiency gains across project workflows.  

Annual Expectations & Performance Goals:  

Accountabilities:
• Budget Management: Maintain accurate project budgets by tracking costs, identifying variances, and ensuring proper financial documentation.
• Project Documentation: Ensure all project records—including drawings, permits, specifications, and change requests—are current, organized, and accessible.
• Change Coordination: Manage and communicate project scope changes effectively to minimize disruption and maintain alignment with timelines and budgets.
• Stakeholder Communication: Provide timely and accurate project updates to construction managers, procurement teams, and other key stakeholders.
• Process Improvement: Identify recurring project challenges and contribute to the refinement of procedures to enhance overall team efficiency and project performance.