Project Coordinator

Department: Civil/Municipal

Employment Type: Full Time

Location: Orange Park, FL

Reporting To: Jason Shepler

Description

Duties Include

• Assist in pipeline development and tracking and ensure appropriate records are created and updated.  
• Assist with initial project setup, ensuring that files, templates, tracking tools, and systems are established correctly. Ensure compliance with company Standard Operating Procedures (SOPs) for project setup and execution. 
• Maintain project documentation, including contracts, scopes of work, meeting minutes, action items, change orders, and sub-consultant agreements. 
• Assist team as needed with any grant opportunity research, application development, and submission coordination. 
• Facilitate (as needed) internal kick-off meetings to align teams on project scope, roles, and deliverables. 

• Work closely with team to assist in budget tracking, financial forecasting, and invoicing preparation. 
• Support the maintenance of project schedules, ensuring alignment with deadlines and deliverables. 
• Track change orders and budget modifications, ensuring that project financials remain updated and aligned with contractual agreements. 

• Assist in contract lifecycle management, including sub-consultant agreements, client contracts, and regulatory documentation.  
• Ensure proper digital and physical record-keeping for all project-related documents, maintaining version control and accessibility.  
• Coordinate with legal and finance teams to ensure contract compliance, approvals, and execution.  

• Act as a liaison between internal teams, sub-consultants, vendors, and clients, ensuring clear and efficient communication.  
• Support client interactions by preparing meeting materials, presentations, and project reports.  
• Facilitate cross-discipline coordination across internal teams, including engineering, permitting, finance, and architecture.  

• Assist in preparing weekly financial reports, tracking project expenditures and work authorizations (EWA). 
• Coordinate with team to validate billable hours, budgets, and contract compliance. 
• Support financial forecasting and fund allocation as part of grant lifecycle if applicable. 
• Track billing milestones and assist with invoice processing, ensuring alignment with project scope and financial goals. 

Requirements

• Associates or Bachelor’s degree in Business Administration, Project Management, Construction Management, or a related field; equivalent coordination or operations experience may be considered in lieu of a degree. 
• 1-5 years of experience in project coordination, preferably within architecture, engineering or construction.  
• Experience with financial tracking, contracts, and multi-disciplinary project coordination. 
• Experience supporting multiple projects, teams, and deadlines in a fast-paced environment. 
• Demonstrated ability to coordinate across internal teams, clients, and external partners with strong organizational and communication skills. 

• Professional office setting with periodic teams and in-person meetings 
• Frequent use of standard office equipment such as computers, phones, printers, and filing systems. 

Compensation & Benefits

• Dependent upon experience.
• CPH offers Medical, Dental and Vision and Long-Term Disability with a quality insurance company.
• Company Paid Life Insurance and Short-Term Disability.
• 401K, Paid Personal Time Off, Paid Holidays, and Paid Paternal Leave.