Rail-Project Coordinator

Job Title: Project Coordinator

Employer: Balfour Beatty Infrastructure, Inc

Budget: $66K-$102K

Position Summary:

The Project Coordinator provides comprehensive administrative and operational support to project teams, ensuring construction projects are well-organized, compliant, and progressing efficiently. This role works closely with project managers, subcontractors, vendors, and field teams to support daily operations across all phases of the project lifecycle.

Key Responsibilities

Project Administration & Coordination

• Support project startup and closeout activities, including office setup, mobilization, and document archiving
• Maintain organized and accurate project files, including contracts, RFIs, submittals, drawings, and change orders
• Schedule and coordinate meetings, prepare agendas, and distribute detailed meeting minutes
• Serve as a liaison between project teams, subcontractors, vendors, and stakeholders
• Maintain and update project management systems to ensure real-time accuracy

Financial Administration (AP/AR)

• Process accounts payable, including 3-way matching and vendor invoice coordination
• Assist with accounts receivable, including preparing owner billings and reconciling payments
• Track budgets, cost codes, and financial documentation
• Support change order creation, tracking, and processing
• Coordinate billing activities with accounting teams

Subcontractor & Vendor Management

• Maintain subcontractor documentation, including insurance, compliance records, and lien waivers
• Track subcontractor schedules of values (SOVs) and payment applications
• Communicate with subcontractors to ensure timely payments and adherence to requirements
• Monitor bond claims, stop notices, and contract compliance
• Coordinate vendor and subcontractor communication, documentation, and approvals

Payroll & HR Support

• Process new hire paperwork, onboarding, and E-Verify
• Collect and verify timesheets, ensuring accuracy of cost codes and hours
• Support union compliance, certified payroll tracking, and training requirements

Operations & Office Support

• Assist with jobsite office setup, supplies, and logistics
• Support daily coordination between field teams and office staff
• Prepare reports, presentations, and internal documentation as needed

Compliance & Documentation

• Ensure compliance with insurance, union requirements, safety standards, and regulatory guidelines
• Maintain certified payroll and project compliance documentation
• Assist with audits, reporting, and regulatory requirements
• Track permits, licenses, and required approvals

Month-End & Reporting

• Support project cost forecasting and financial reporting
• Reconcile subcontractor and owner billings
• Ensure timely vendor payments and documentation collection

Qualifications

• High School Diploma required (Associate's or Bachelor's degree preferred)
• 2-4+ years of construction administrative or project coordination experience required
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to work in a fast-paced, team-oriented environment

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Experience with construction/project management software (e.g., Procore, Bluebeam)
• Ability to quickly learn new systems and processes

Preferred Qualifications

• Experience in construction, engineering, or project coordination
• Knowledge of union environments and certified payroll is a plus
• Bilingual (Spanish) is a plus

Work Environment

• Combination of office and active construction site environments
• May require exposure to outdoor weather conditions, noise, and site-related hazards

Key Competencies

• Strong attention to detail and accuracy
• Problem-solving and critical-thinking skills
• Excellent time management and prioritization
• Strong interpersonal and communication skills
• Ability to manage multiple projects and deadlines simultaneously
• Team-oriented with a strong customer service mindset