Project Coordinator

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Project Coordinator

Responsible for performing administrative and other office support activities for multiple people within the Project Management Team in order to ensure day-to-day project-related functions flow smoothly.



  • Coordinate Production Schedule requirements with Project Manager in order to set project priorities and determine workflow scheduling.
  • Communicate with other departments on a regular basis to keep production workload in the shop as level as possible according to customer delivery schedules.
  • Work with other management team members, including Estimating, Purchasing and Production, to continually improve the communication process involved in project hand-offs from receipt of the project through the production process.
  • Prepare various correspondence and other department reports and documents as requested; creates and maintains database and spreadsheet files, charts, graphs, procedures, etc.
  • Develop and update filing systems within the Project Management department. Organize, standardize, and maintain hard copy and electronic files; retrieve information from files when needed.
  • Assist Project Manager in Shop Pak/Project Pak job setup tasks, and subcontractors/suppliers list change management, etc. Prepare new job binders.
  • Scan and organize plans and drawings.
  • Process change orders daily, weekly, or as required. Assist with change order follow up and entry as needed in the accounting system.
  • Process and log job project documentation, including transmittals and submittals. Assist in gathering information for submittal drawings and provide transmittals as needed.
  • Submit finish and/or material samples as needed. Follow up to make sure information is received and communicated to all parties appropriately.
  • Assist Project Manager with monitoring project schedules to be familiar with flow of projects.
  • Assist in project closeout process and documentation; archive files as required. Prepare and submit close-out documentation as required per contract terms as requested by Project Manager.
  • Participate in meetings when needed to record meeting minutes and ensure appropriate follow-through on action items, etc.
  • Keep and maintain a task list with the Project Team for work that is outstanding and develop a time schedule and priority list for work to be completed.
  • Assist Project Team in preparing transmittals, submittals, and release checklists to vendors.
  • Assist Project Team in project setup and filing as required.



  • Requesting material and finishing samples as required on the project.
  • Researching all requests that involve changes to the original scope of work to determine whether a change request is required and review all with Project Manager.
  • Ensuring that approvals and field measurements are received in a timely manner so that drawings can be updated and released for production per scheduling deadlines.
  • Preparing and submitting close-out documentation as required per contract terms as requested by Project Manager.
  • Assist Project Manager to submit monthly payment applications with project required paperwork. Keep accurate billing log and projections.
  • Gather material information as needed for Purchasing and requesting material and finishing samples as required on the project.
  • Research all requests that involve changes to the original scope of work to determine whether a change request is required and review all with Project Manager and estimator.
  • Help procure finish and hardware samples.
  • Update contract documents as needed.
  • Coordinate small item shipments and mailings (UPS/FedEx, etc).



  • Participates in company training programs and attends authorized external conferences or seminars as required to keep current in company and industry standards and operating procedures.
  • Perform any special assignments or additional projects as requested by management.
  • Coordinate field measuring schedule with jobsite (and at jobsite) depending on the job status.      



Interacts as an essential part of the JAI team to increase efficiency and profit through accountability (internal and external); taking ownership; good communication; quality; flexibility; customer focus (internal and external); and building positive relationships.



  • Minimum of an associate’s degree in business or related administrative field, and/or preferably at least two years experience in a construction or wood manufacturing related environment.
  • Skilled in PC usage and associated software including Microsoft Office (Word, Excel, Outlook, Project). Must also possess the ability to effectively learn new computer programs/software.
  • Ability to solve practical problems and deal with a variety of situations where limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Excellent communication and organizational skills required, including the ability to plan, prioritize, and organize work effectively; work effectively and efficiently under pressure and time deadlines; analyze problems (not just symptoms); propose reasonable solutions, make logical decisions, carry-out decisions made, and follow up with feedback where appropriate.
  • Must be self-motivated and independent, able to work effectively with minimum supervision, and multi-task between administrative, operational and customer contact activities.
  • Must be achievement-driven and possess the initiative to proactively approach problem solving. Possess the ability to work diplomatically under stressful conditions and pressure.
  • Working knowledge of the basic materials used in the construction and/or wood manufacturing industry.
  • Ability to understand and interpret architectural blueprints/drawings and specifications.

Contact for more info and to apply.


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