Project Coordinator

Title: Project Coordinator

Classification: Non-Exempt

About the Organization

RoadSafe Traffic Systems is the largest national provider of traffic safety products and services in the United States. RoadSafe serves customers in all 48 contiguous states through its network of more than 60+ branch locations. At RoadSafe, we offer competitive pay, growth potential, and an excellent benefits package, including medical, dental, vision, and 401(k) plans for those who qualify. We recognize and value diversity and are committed to creating an inclusive environment for all employees.

Position Summary

The Project Coordinator provides administrative and operational support to the Operations Manager and field leadership to ensure projects are executed safely, efficiently, and in accordance with customer expectations and company standards. This position coordinates project documentation, scheduling, payroll, billing, purchasing, inventory, and customer communication while serving as the administrative hub between operations, field personnel, customers, vendors, accounting, and corporate departments. The Project Coordinator plays a critical role in ensuring projects remain organized, compliant, and financially accurate from project setup through completion. The ideal candidate is highly organized, meticulous, thrives in a fast-paced construction environment, and possesses effective communication, problem-solving, and customer service skills.

Essential Responsibilities

Project Administration

• Coordinate project startup activities, including collecting and maintaining customer contracts, permits, purchase orders, and required project documentation.
• Create and maintain projects, work orders, and customer information within company operating systems.
• Maintain project files throughout the project lifecycle, ensuring documentation is complete and audit ready.
• Assist with scheduling projects, crews, equipment, and materials to support operational efficiency.

Operational Support

• Prepare and maintain daily production reports, load sheets, and work schedules.
• Enter and review field work tickets, ensuring labor, equipment, quantities, customer signatures, and supporting documentation are complete and accurate.
• Coordinate equipment transfers between branches and maintains supporting documentation.
• Assist Operations Managers with monitoring production, project status, and resource utilization.

Payroll & Human Resources Support

• Process employee timecards and resolve payroll discrepancies.
• Serve as backup support for onboarding activities, including new hire paperwork, orientation preparation, and employment documentation.
• Maintain employee records in accordance with company policies.

Financial Administration

• Support project billing by ensuring all required documentation is complete and submitted on time.
• Assist with change orders, extra work authorizations, and project cost documentation.
• Process purchase orders, receive invoices, and maintain purchasing records.
• Support Accounts Receivable by researching invoice questions and assisting with collections.

Inventory & Asset Management

• Maintain branch inventory records and assist with monthly cycle counts.
• Coordinate inventory transfers and identify inventory discrepancies.
• Manage branch mobile device inventory, activations, upgrades, and replacements.

Customer & Vendor Relations

• Serve as a primary administrative contact for customers, vendors, and internal departments.
• Respond to customer inquiries professionally and resolve administrative issues promptly.
• Maintain strong relationships through timely communication and follow-up.

Reporting & Compliance

• Prepare operational reports, spreadsheets, and performance metrics for branch leadership.
• Monitor administrative processes for accuracy and compliance.
• Ensure all documentation complies with company policies, DOT requirements, and customer contract requirements.
• Identify opportunities to improve operational processes and administrative efficiency.

Additional Responsibilities

• Support branch leadership with special projects and operational initiatives.
• Perform other duties as assigned.

Knowledge, Skills & Abilities

• Excellent organizational and project coordination skills.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to build relationships with customers, vendors, field personnel, and corporate departments.
• Strong problem-solving and critical thinking abilities.
• Ability to identify issues proactively and recommend solutions.
• Working knowledge of scheduling, purchasing, payroll, billing, and inventory processes.
• Ability to maintain confidential employee and customer information.
• Proficiency with Microsoft Outlook, Excel, Word, Teams, and the ability to quickly learn ERP and project management software.
• Strong customer service orientation.
• Ability to work independently while supporting a collaborative team environment.
• Knowledge of construction, traffic control, pavement marking, or infrastructure operations is preferred.

Minimum Qualifications

• High School Diploma or GED required.
• Associate''s Degree in Business Administration, Project Management, Construction Management, or related field preferred.
• Minimum of three (3) years of experience in project coordination, construction administration, operations support, office management, or a related field.
• Experience supporting multiple projects in a fast-paced operational environment.
• Advanced proficiency with Microsoft Excel, Outlook, and Word.
• Experience with ERP, accounting, project management, payroll, or work order software preferred.
• Valid driver''s license with an acceptable driving record may be required.

Physical Requirements & Work Environment

• Primarily office-based with occasional visits to project sites, branch yards, and warehouses.
• Frequent use of computers, phones, and office equipment.
• Ability to sit, stand, walk, bend, and occasionally lift up to 25 pounds.
• May require periodic overtime or schedule adjustments to meet business needs.

EOE Statement

RoadSafe is an Equal Opportunity Employer/including Disabled/Veterans