Project Coordinator

• Communicate with clients to clarify scope, timelines, and expectations
• Coordinate project start dates and confirm key contacts
• Prepare meeting documentation and track follow-ups
• Provide clear written communication to vendors and stakeholders
• Maintain master project schedules and calendars
• Coordinate labor and freight scheduling with Project Managers
• Confirm vendor availability and track key milestones
• Ensure smooth project handoffs from intake through execution
• Assist in obtaining vendor quotes and building project budgets
• Prepare contracts, RFP/RFQ responses, and change orders
• Review and edit project solutions with internal teams
• Support billing documentation and expense tracking with Accounting
• Maintain organized project files and documentation
• Track and follow up on Certificates of Insurance (COIs)
• Ensure all required documentation is completed before project start
• Monitor incoming communications and update internal systems
• Maintain and update HubSpot CRM and workflows
• Track project progress and flag delays or gaps
• Assign and manage follow-up tasks
• Create structured task lists and coordination summaries

• 3–5 years of experience in project coordination, scheduling, move management, construction, or similar fields
• Strong proficiency in Microsoft Word and Excel
• Highly organized with strong attention to detail
• Ability to manage multiple projects simultaneously
• Excellent written and verbal communication skills
• Reliable, responsive, and accountable
• Able to work independently with minimal supervision
• Valid driver’s license and reliable transportation

Ref: #851-Rockville-S1