Project Coordinator

Hours: Monday through Thursday 8AM to 5PM Friday 8AM to 4PM

Pay Rate: $22 an hour

Position Summary

The Project Coordinator - Commercial Direct provides critical administrative, operational, and customer support to ensure the successful execution of Commercial Direct projects. This role enhances both internal efficiency and external satisfaction by managing documentation, order processing, licensing, invoicing, scheduling, and communication across multiple departments.

The Project Coordinator serves as a key liaison between the Commercial Direct Sales Team, Associate Project Manager, Installation Team, Accounting, and clients-ensuring accuracy, responsiveness, and proactive problem-solving from project initiation to completion.

Success in this role is measured by accuracy, timeliness, communication quality, and contribution to project and dealer performance outcomes.

Key Performance Responsibilities

The Project Coordinator - Commercial Direct will be successful in this role by consistently achieving the following outcomes:

• Project Administration & Documentation
• Complete all prequalification documentation (e.g., providing company financial data, insurance, bond, OSHA/safety, domestic and international travel requirements, and work in progress data within required timeframes.
• Track and maintain all general contractor (GC) licenses, ensuring renewals, reciprocity, and continuing education requirements are met and well-documented.
• Track and maintain all required state business licenses, ensuring renewals are completed timely.
• Serve as the gatekeeper for close-out documents, ensuring all documentation is completed, submitted, and saved in the shared project folder.
• Maintain organized digital filing systems for quick retrieval and compliance audits.
• Sales Order Processing
• Accurately enter, review, and update sales orders in the company's systems to ensure alignment with contracts, quotes, change orders, and overall scope of work.
• Verify that project details, including pricing, materials, and delivery timelines-are correct prior to order submission.
• Support the Commercial Direct Sales and Dealer Support teams by monitoring order queues and assisting with data entry during high-volume periods or staff absences.
• Communicate proactively with Sales, Project Management, and Production to resolve order discrepancies or delays.
• Financial Coordination & Reporting
• Track installation team expenses (travel, credit card purchases, per diem) and ensure accurate, timely entry into Buildertrend for real-time budget visibility.
• Work with Project Manager to generate bi-weekly spend forecast, to accompany bi-weekly meetings to discuss variances.
• Notify the Project Manager promptly regarding any significant budget variances or irregularities.
• Review, submit, and track 1099 and Dealer/SOP percent invoicing for Accounts Payable processing.
• Collaborate with the Accounts Receivable team weekly to monitor outstanding payments and escalate concerns to the