Project Coordinator

Overview

Project Coordinator
Project management and operations support
Reports to: Director of Operations
Supports: Project Managers and other operational leaders, as directed
Department: Operations / Project Management
Location / Status / FLSA: Remote / Full-time / Non-Exempt

Submission deadline: September 15, 2026

How to apply: submit your resume to hr@greysnow.com

Position Summary
The Project Coordinator provides organized, responsive
administrative and coordination support to Project Managers and
the Director of Operations, as directed. The role helps project
teams keep commitments visible, records current, information
moving, and routine follow-up completed across the project
lifecycle. The Project Coordinator supports execution but does
not replace the Project Manager’s accountability for scope,
schedule, quality, safety, client commitments, or project results.
Primary Responsibilities
• Project setup and administration. Help establish project
folders, contact lists, distribution lists, logs, templates,
calendars, and recurring reporting routines in accordance
with company standards.
• Schedule and action tracking. Maintain working

schedules, milestone lists, look-ahead information, action-
item logs, and due-date reminders using direction and

updates from the Project Manager or Director of
Operations. Escalate late, missing, or conflicting
information promptly.
• Meeting coordination. Schedule meetings, prepare agendas
and supporting materials, capture decisions and action
items, distribute minutes, and follow up with assigned
owners.
• Document control. Maintain orderly, current project
records, including correspondence, drawings,
specifications, submittals, RFIs, change documentation,
meeting records, daily reports, photographs, and closeout
files, as applicable.
• Submittal, RFI, and deliverable support. Prepare and

maintain logs, route documents for review, monitor
response dates, distribute approved information, and notify
the Project Manager of items that may affect work.
• Procurement and logistics coordination. Track requested
quotes, purchase documentation, subcontractor and vendor
submittals, material lead times, delivery status, access
needs, and other logistical details assigned by the project
team.
• Field and office coordination. Serve as an administrative
link among Project Managers, superintendents, field teams,
subcontractors, vendors, clients, and internal departments.
Route questions to the appropriate decision-maker and
document the response.
• Progress reporting. Compile accurate source information
for project dashboards, status reports, milestone updates,
risk and issue logs, and leadership briefings. Confirm
information with the responsible owner before publishing.
• Budget-support data collection. Collect and organize
approved commitments, invoice support, quantities,
progress information, and forecast inputs requested by the
Project Manager or Project Budget Administrator. Do not
independently set budgets, approve costs, forecast cash
flow, or interpret financial performance unless specifically
authorized.
• Compliance and closeout support. Track assigned
administrative requirements such as certificates, permits,
warranties, training records, punch-list documentation,
turnover materials, and record documents; support timely
project and contract closeout.
• Continuous improvement. Help standardize project
templates, logs, filing practices, and recurring workflows;
identify gaps and recommend practical improvements to
the Director of Operations.

• Other duties as directed. Provide additional project-
management and operations support consistent with the

role’s purpose and level of authority.
Authority and Escalation
• May coordinate routine activities, request status updates,

maintain records, and communicate approved information
on behalf of the Project Manager or Director of Operations.
• Must escalate scope changes, schedule threats, cost
concerns, safety or quality concerns, contractual questions,
disputes, and commitments requiring management
approval.
• Does not independently authorize contract changes,
purchase commitments, payments, client concessions,
schedule commitments, or financial adjustments unless
written authority is delegated.
Required Qualifications
• High school diploma or equivalent; associate or bachelor’s
degree in business, construction management, project
management, or a related field is preferred.
• Two or more years of project coordination, construction
administration, operations administration, or comparable
experience is preferred.
• Strong proficiency with Microsoft 365 applications,
including Outlook, Word, Excel, Teams, and
SharePoint/OneDrive; ability to learn project-management
and accounting systems used by the company.
• Demonstrated ability to organize multiple priorities,
maintain accurate records, follow through on deadlines, and
handle confidential information with discretion.
• Clear written and verbal communication skills and the
judgment to distinguish routine coordination from matters
requiring management decisions.
Core Competencies
Organization and follow-through; attention to detail; service
mindset; proactive communication; document discipline; sound
judgment; adaptability; professional discretion; teamwork; and
continuous improvement.
Measures of Success
• Project records, logs, meeting actions, and assigned reports
are current, accurate, accessible, and issued on time.
• Project Managers and the Director of Operations receive

timely follow-up and clear visibility into outstanding
actions, approaching deadlines, and administrative risks.
• Financial, contractual, scope, schedule, safety, and quality
issues are routed to the correct owner without the
coordinator assuming unauthorized decision rights.
• Closeout and turnover records are complete, organized, and
ready for review by the responsible manager.