Project Coordinator

Position Summary

Key Responsibilities

Project Management Support

• Assist Project Managers with the coordination and administration of architectural metals fabrication projects from award through completion.
• Maintain project schedules, deadlines, action items, and deliverables.
• Track project status and follow up with internal departments to ensure required information and tasks are completed on time.
• Prepare and maintain project documentation, including purchase orders, submittals, approvals, change orders, meeting notes, correspondence, schedules, and project reports.
• Assist Project Managers with preparing project updates, status reports, and customer communications.
• Monitor project milestones and proactively identify potential schedule delays or outstanding items.
• Maintain organized electronic and physical project files in accordance with company procedures.
• Assist with project closeout activities, including final documentation, outstanding materials, punch lists, and billing support.

Customer & Vendor Coordination

• Assist Project Managers with day-to-day communication with customers, general contractors, architects, subcontractors, vendors, and suppliers.
• Respond to routine project inquiries and coordinate information between customers and internal teams.
• Track requests for information (RFIs), submittals, approvals, revisions, and other project-related correspondence.
• Follow up on outstanding customer approvals, material selections, drawings, and project information.
• Assist in coordinating vendor and supplier information, lead times, deliveries, and documentation.
• Maintain professional and timely communication with all project stakeholders.

Fabrication & Production Coordination

• Coordinate with engineering, drafting, purchasing, and production to ensure project requirements are understood and communicated.
• Help verify that approved drawings, specifications, material requirements, and revisions are properly communicated to the appropriate departments.
• Track material availability, procurement status, fabrication progress, and required delivery dates.
• Assist Project Managers in identifying potential material, production, or scheduling issues before they affect project deadlines.
• Coordinate project priorities with production and other internal departments as directed by the Project Manager.
• Assist with coordinating shipping and installation requirements, including delivery schedules and site-specific requirements.

Documentation & Administrative Responsibilities

• Create, update, and maintain project logs, trackers, schedules, and databases.
• Assist with purchase orders, subcontractor documentation, invoices, change orders, and other project-related paperwork.
• Maintain accurate records of drawing revisions, approvals, correspondence, and project decisions.
• Assist with tracking project costs and commitments and communicate discrepancies to the Project Manager.
• Prepare meeting agendas, take meeting notes, and distribute follow-up items when requested.
• Support the Project Management team with general administrative duties as needed.

Schedule & Priority Management

• Track project deadlines and communicate upcoming milestones to the Project Management team.
• Follow up on overdue or outstanding items and escalate issues when appropriate.
• Assist in maintaining realistic project schedules based on engineering, material procurement, fabrication, finishing, shipping, and installation requirements.
• Help coordinate multiple projects simultaneously while maintaining attention to detail.
• Recognize potential conflicts between project schedules and communicate them promptly to the appropriate Project Manager.

Qualifications

• 2+ years of experience in project coordination, project administration, construction, manufacturing, architectural metals, or a related industry preferred.
• High school diploma or equivalent required; associate or bachelor's degree in business, construction management, project management, engineering, or a related field preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Strong follow-up skills and a proactive approach to completing tasks.
• Ability to work effectively with customers, vendors, and multiple internal departments.
• Proficiency with Microsoft Office, particularly Outlook, Excel, Word, and Teams.
• Ability to learn project management, ERP, estimating, scheduling, and document-control software.

Preferred Experience

• Experience working for an architectural metals, ornamental metals, structural metals, glazing, construction, or specialty fabrication company.
• Familiarity with architectural drawings, shop drawings, specifications, and construction terminology.
• Experience coordinating projects involving custom fabrication and engineered products.
• Familiarity with RFIs, submittals, change orders, purchase orders, and project closeout documentation.
• Experience working with ERP, project management, or document management systems.
• Basic understanding of fabrication processes, material procurement, finishing, shipping, and installation.
• Ability to read and understand basic architectural or shop drawings is a plus.

Core Competencies

• Organization & Follow-Through — Maintains accurate project information, tracks deadlines, and consistently follows up on outstanding items.
• Communication — Communicates clearly and professionally with Project Managers, customers, vendors, production personnel, and other stakeholders.
• Attention to Detail — Identifies discrepancies, missing information, revisions, and potential issues before they become larger project problems.
• Prioritization — Effectively manages multiple projects and shifting priorities in a fast-paced environment.
• Problem Solving — Recognizes issues, gathers information, and works with the appropriate team members to develop solutions.
• Teamwork — Works collaboratively across Project Management, Engineering, Drafting, Purchasing, Production, Quality, Shipping, and Installation.
• Accountability — Takes ownership of assigned responsibilities and ensures commitments are completed accurately and on time.
• Adaptability — Comfortably adjusts to changing customer requirements, project schedules, fabrication priorities, and business needs.

Work Environment

Performance Expectations

• Keep project documentation accurate, current, and organized.
• Provide Project Managers with reliable, timely support and consistent follow-up on action items and deadlines.
• Identify and communicate potential project issues early.
• Support projects in meeting schedule, quality, and customer expectations.
• Keep approved project information flowing accurately between Project Management and the operational departments, including engineering, purchasing, production, shipping, and installation.
• Successfully manage multiple projects and priorities without sacrificing attention to detail.
• Contribute to a professional, collaborative, and accountable Project Management team.