Project Coordinator - Subcontractor

Compensation: $60,000 – $80,000 per year (based on experience)

Benefits: Health, dental, and vision insurance

Location: Chandler, AZ

Work Type: On-site, in-office position

Position Summary

The Project Coordinator supports the project accounting and contract administration functions for underground wet utility projects, including water, sewer, and storm systems. This role owns the day-to-day tracking of lien waivers, preliminary notices, payment applications/draws, and change orders, and provides light project coordination support to Project Managers. The position is ideal for a detail-oriented candidate with construction accounting or contract administration experience.

Key Responsibilities

Project Accounting & Contract Administration (Primary)

•        Collect, track, and log conditional and unconditional lien waivers (progress and final) from subcontractors and suppliers; prepare and submit lien waivers to owners and general contractors with each billing

•        Track Arizona 20-day preliminary notices – monitor prelims filed against projects, maintain prelim logs, and ensure the company’s own prelims are filed timely on applicable jobs

•        Prepare and track monthly payment applications and draw requests (including AIA G702/G703 and GC-specific billing formats); monitor billing status, retention, and payment receipt

•        Maintain the change order log – track pending, approved, and rejected COs; ensure approved COs are reflected in contract values, schedules of values, and billings

•        Reconcile subcontractor and supplier invoices against purchase orders, subcontracts, and committed costs prior to payment

•        Track subcontractor compliance documents (insurance certificates, W-9s, licensing) and hold payments where documentation is missing

•        Support job cost tracking, budget vs. actual reporting, and month-end WIP updates with the accounting team

•        Assist with contract setup, project setup in accounting/PM software, and project closeout documentation (final waivers, retention billing, warranty docs)

Project Support (Secondary)

•        Support Project Managers with scheduling, documentation, and coordination items

•        Assist with material procurement, ordering, and delivery tracking

•        Maintain organized project files, logs, and records

Qualifications

•        Experience in construction accounting, contract administration, or project coordination (underground utilities or civil construction preferred)

•        Working knowledge of lien waivers, preliminary notices, retention, and construction billing practices (AIA-style pay applications a plus)

•        Strong attention to detail, organization, and follow-through on deadlines

•        Proficiency in Microsoft Excel and Office; experience with construction accounting/PM software a plus

•        Ability to communicate professionally with GCs, owners, subcontractors, and suppliers

Additional Notes

This position may be filled at varying levels based on experience. Compensation and responsibilities will scale accordingly, with opportunities for growth into senior project accounting or project management support roles.

Midwest Contracting Inc is a mid sized underground wet utility and civil commercial contractor delivering high-quality infrastructure projects across the Midwest. We take pride in building the systems that communities depend on — from water and sewer to storm drainage and site utilities. Our team is hands-on, tight-knit, and committed to getting the work done right.