Job Title: Project Coordinator
Employer: Balfour Beatty Infrastructure, Inc
Budget: $66K-$102K
Position Summary
The Project Coordinator provides comprehensive administrative and operational support to project teams, ensuring construction projects are well-organized, compliant, and progressing efficiently. This role works closely with project managers, subcontractors, vendors, and field teams to support daily operations across all phases of the project lifecycle.
Key Responsibilities
Project Administration & Coordination
- Support project startup and closeout activities, including office setup, mobilization, and document archiving
- Maintain organized and accurate project files, including contracts, RFIs, submittals, drawings, and change orders
- Schedule and coordinate meetings, prepare agendas, and distribute detailed meeting minutes
- Serve as a liaison between project teams, subcontractors, vendors, and stakeholders
- Maintain and update project management systems to ensure real-time accuracy
Financial Administration (AP/AR)
- Process accounts payable, including 3-way matching and vendor invoice coordination
- Assist with accounts receivable, including preparing owner billings and reconciling payments
- Track budgets, cost codes, and financial documentation
- Support change order creation, tracking, and processing
- Coordinate billing activities with accounting teams
Subcontractor & Vendor Management
- Maintain subcontractor documentation, including insurance, compliance records, and lien waivers
- Track subcontractor schedules of values (SOVs) and payment applications
- Communicate with subcontractors to ensure timely payments and adherence to requirements
- Monitor bond claims, stop notices, and contract compliance
- Coordinate vendor and subcontractor communication, documentation, and approvals
Payroll & HR Support
- Process new hire paperwork, onboarding, and E-Verify
- Collect and verify timesheets, ensuring accuracy of cost codes and hours
- Support union compliance, certified payroll tracking, and training requirements
Operations & Office Support
- Assist with jobsite office setup, supplies, and logistics
- Support daily coordination between field teams and office staff
- Prepare reports, presentations, and internal documentation as needed
Compliance & Documentation
- Ensure compliance with insurance, union requirements, safety standards, and regulatory guidelines
- Maintain certified payroll and project compliance documentation
- Assist with audits, reporting, and regulatory requirements
- Track permits, licenses, and required approvals
Month-End & Reporting
- Support project cost forecasting and financial reporting
- Reconcile subcontractor and owner billings
- Ensure timely vendor payments and documentation collection
Qualifications
- High School Diploma required (Associate’s or Bachelor’s degree preferred)
- 2–4+ years of construction administrative or project coordination experience required
- Strong organizational and multitasking abilities
- Excellent written and verbal communication skills
- Ability to work in a fast-paced, team-oriented environment
Technical Skills
- Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
- Experience with construction/project management software (e.g., Procore, Bluebeam)
- Ability to quickly learn new systems and processes
Preferred Qualifications
- Experience in construction, engineering, or project coordination
- Knowledge of union environments and certified payroll is a plus
- Bilingual (Spanish) is a plus
Work Environment
- Combination of office and active construction site environments
- May require exposure to outdoor weather conditions, noise, and site-related hazards
Key Competencies
- Strong attention to detail and accuracy
- Problem-solving and critical-thinking skills
- Excellent time management and prioritization
- Strong interpersonal and communication skills
- Ability to manage multiple projects and deadlines simultaneously
- Team-oriented with a strong customer service mindset
