Project Coordinator

Project Coordinator – Contract to Hire
Location: Chesapeake, VA

Position Overview
We are seeking an experienced Project Coordinator to support engineering and construction projects in a fast-paced, team-oriented environment. This contract-to-hire role works closely with Project Managers and cross-functional project teams to ensure effective coordination, documentation control, communication flow, and project execution support from initiation through closeout.

The Project Coordinator plays a key role in facilitating project information, maintaining documentation accuracy, tracking deliverables, and supporting administrative and operational functions across multiple stakeholders including clients, vendors, suppliers, and internal teams.

Key Responsibilities

• Facilitate engineering and construction projects by collaborating with Project Managers and project teams to provide and present administrative project information
• Coordinate internal and external communication between clients, vendors, suppliers, and project teams to support project execution and program needs
• Research and resolve project-related questions and provide accurate responses to stakeholders
• Prepare and present meeting notes, reports, presentations, and data tables using Excel, PowerPoint, Access, and other tools
• Manage project setup activities, documentation compilation, and ongoing updates
• Monitor project deadlines, milestones, and benchmarks; support monthly progress reporting including action items and status updates
• Plan, coordinate, and facilitate on-site and virtual meetings including orientation sessions, stakeholder meetings, team meetings, and project reviews
• Coordinate training programs and maintain training records in collaboration with corporate training teams to ensure compliance requirements are met
• Obtain physical sign-offs and maintain both electronic and paper project files
• Review and verify accuracy of invoices, expense reports, and trip tickets for compliance and timely processing
• Support project office IT coordination by working with internal support departments as needed
• Track accounts receivable items, unbilled issues, and provide follow-up reporting as assigned
• Support project closeout activities and documentation turnover
• Prepare cost forecast updates and run project reporting systems (PPS reports)
• Establish priorities and deadlines for assigned deliverables
• Investigate unbilled project expenses and report findings to the Project Manager
• Assist with preparation of client contracts and subcontracts
• Develop and maintain internal project procedures and documentation standards
• Perform other related duties as assigned
• Ensure compliance with all organizational policies and standards

Requirements

• Bachelor's degree in a related field and 8+ years of experience, OR
• Associate degree and 10+ years of experience, OR
• High School Diploma/GED and 11+ years of experience in a related role
• Strong ability to work independently with high accuracy, reliability, organization, and problem-solving skills
• Advanced proficiency in Microsoft Word, Excel, Access, and PowerPoint
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills with the ability to interact across all organizational levels
• Experience supporting engineering, construction, or capital project environments strongly preferred

Additional Requirements
This position supports a federal project and is subject to federal drug testing requirements. All candidates must successfully pass a drug test as a condition of engagement. Candidates must be informed that federal requirements apply regardless of individual state laws regarding drug use.