Position Summary
We are seeking a highly organized, detail-oriented Project Coordinator to join our Project Management team within a fast-paced architectural metals fabrication environment. The Project Coordinator will provide administrative, technical, and organizational support to Project Managers throughout the lifecycle of projects, helping ensure projects remain on schedule, within budget, and aligned with customer and production requirements.
This position serves as a central communication link between Project Management and the estimating, engineering, drafting, purchasing, production, quality, shipping, and installation teams, as well as customers and vendors. The ideal candidate is proactive, organized, comfortable managing multiple priorities, and able to work effectively in a deadline-driven environment.
Key Responsibilities
Project Management Support
- Assist Project Managers with the coordination and administration of architectural metals fabrication projects from award through completion.
- Maintain project schedules, deadlines, action items, and deliverables.
- Track project status and follow up with internal departments to ensure required information and tasks are completed on time.
- Prepare and maintain project documentation, including purchase orders, submittals, approvals, change orders, meeting notes, correspondence, schedules, and project reports.
- Assist Project Managers with preparing project updates, status reports, and customer communications.
- Monitor project milestones and proactively identify potential schedule delays or outstanding items.
- Maintain organized electronic and physical project files in accordance with company procedures.
- Assist with project closeout activities, including final documentation, outstanding materials, punch lists, and billing support.
Customer & Vendor Coordination
- Assist Project Managers with day-to-day communication with customers, general contractors, architects, subcontractors, vendors, and suppliers.
- Respond to routine project inquiries and coordinate information between customers and internal teams.
- Track requests for information (RFIs), submittals, approvals, revisions, and other project-related correspondence.
- Follow up on outstanding customer approvals, material selections, drawings, and project information.
- Assist in coordinating vendor and supplier information, lead times, deliveries, and documentation.
- Maintain professional and timely communication with all project stakeholders.
Fabrication & Production Coordination
- Coordinate with engineering, drafting, purchasing, and production to ensure project requirements are understood and communicated.
- Help verify that approved drawings, specifications, material requirements, and revisions are properly communicated to the appropriate departments.
- Track material availability, procurement status, fabrication progress, and required delivery dates.
- Assist Project Managers in identifying potential material, production, or scheduling issues before they affect project deadlines.
- Coordinate project priorities with production and other internal departments as directed by the Project Manager.
- Assist with coordinating shipping and installation requirements, including delivery schedules and site-specific requirements.
Documentation & Administrative Responsibilities
- Create, update, and maintain project logs, trackers, schedules, and databases.
- Assist with purchase orders, subcontractor documentation, invoices, change orders, and other project-related paperwork.
- Maintain accurate records of drawing revisions, approvals, correspondence, and project decisions.
- Assist with tracking project costs and commitments and communicate discrepancies to the Project Manager.
- Prepare meeting agendas, take meeting notes, and distribute follow-up items when requested.
- Support the Project Management team with general administrative duties as needed.
Schedule & Priority Management
- Track project deadlines and communicate upcoming milestones to the Project Management team.
- Follow up on overdue or outstanding items and escalate issues when appropriate.
- Assist in maintaining realistic project schedules based on engineering, material procurement, fabrication, finishing, shipping, and installation requirements.
- Help coordinate multiple projects simultaneously while maintaining attention to detail.
- Recognize potential conflicts between project schedules and communicate them promptly to the appropriate Project Manager.
Qualifications
- 2+ years of experience in project coordination, project administration, construction, manufacturing, architectural metals, or a related industry preferred.
- High school diploma or equivalent required; associate or bachelor's degree in business, construction management, project management, engineering, or a related field preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to maintain accurate records.
- Ability to manage multiple projects, deadlines, and competing priorities.
- Strong follow-up skills and a proactive approach to completing tasks.
- Ability to work effectively with customers, vendors, and multiple internal departments.
- Proficiency with Microsoft Office, particularly Outlook, Excel, Word, and Teams.
- Ability to learn project management, ERP, estimating, scheduling, and document-control software.
Preferred Experience
- Experience working for an architectural metals, ornamental metals, structural metals, glazing, construction, or specialty fabrication company.
- Familiarity with architectural drawings, shop drawings, specifications, and construction terminology.
- Experience coordinating projects involving custom fabrication and engineered products.
- Familiarity with RFIs, submittals, change orders, purchase orders, and project closeout documentation.
- Experience working with ERP, project management, or document management systems.
- Basic understanding of fabrication processes, material procurement, finishing, shipping, and installation.
- Ability to read and understand basic architectural or shop drawings is a plus.
Core Competencies
- Organization & Follow-Through — Maintains accurate project information, tracks deadlines, and consistently follows up on outstanding items.
- Communication — Communicates clearly and professionally with Project Managers, customers, vendors, production personnel, and other stakeholders.
- Attention to Detail — Identifies discrepancies, missing information, revisions, and potential issues before they become larger project problems.
- Prioritization — Effectively manages multiple projects and shifting priorities in a fast-paced environment.
- Problem Solving — Recognizes issues, gathers information, and works with the appropriate team members to develop solutions.
- Teamwork — Works collaboratively across Project Management, Engineering, Drafting, Purchasing, Production, Quality, Shipping, and Installation.
- Accountability — Takes ownership of assigned responsibilities and ensures commitments are completed accurately and on time.
- Adaptability — Comfortably adjusts to changing customer requirements, project schedules, fabrication priorities, and business needs.
Work Environment
This position is primarily based in an office environment within an architectural metals fabrication operation. Regular interaction with the manufacturing floor, engineering/drafting departments, purchasing, shipping, and other operational teams is expected.
The position operates in a fast-paced, deadline-driven environment where priorities may change based on customer requirements, material availability, fabrication schedules, field conditions, and project deadlines. Occasional visits to the fabrication floor, warehouse, job sites, or customer locations may be required.
Performance Expectations
Success in this position will be demonstrated by the ability to:
- Keep project documentation accurate, current, and organized.
- Provide Project Managers with reliable, timely support and consistent follow-up on action items and deadlines.
- Identify and communicate potential project issues early.
- Support projects in meeting schedule, quality, and customer expectations.
- Keep approved project information flowing accurately between Project Management and the operational departments, including engineering, purchasing, production, shipping, and installation.
- Successfully manage multiple projects and priorities without sacrificing attention to detail.
- Contribute to a professional, collaborative, and accountable Project Management team.
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