Project Cordinator at HR-EX Consulting

Job Brief

• Our client is seeking a highly organised and proactive Project Coordinator to provide operational coordination and visibility across multiple active projects. The role is responsible for ensuring projects are properly scheduled, documented, tracked, and communicated to leadership, customers, field teams, and subcontractors.
• The ideal candidate will have strong project coordination skills, experience managing multiple projects simultaneously, and the ability to support construction/home improvement operations through effective scheduling, documentation, communication, and process management.

Key Responsibilities

• Coordinate projects from initial deposit collection through completion and closeout.
• Maintain accurate schedules and status updates for 10-20 concurrent projects.
• Manage daily project dashboards in HouzzPro, including project phases, milestones, payment tracking, and client-facing updates.
• Support crew scheduling and ensure assignments are communicated before project commencement.
• Conduct project pre-flight checks to confirm readiness before job start dates.
• Prepare and maintain project documentation, including change orders, purchase orders, submittals, RFIs, and project records.
• Track material orders, vendor communications, subcontractor updates, invoices, deliveries, COIs, and W-9 documentation.
• Communicate with customers regarding project timelines, start dates, delays, progress updates, and payment milestones.
• Support field teams and subcontractors by identifying issues, tracking blockers, and escalating risks promptly.
• Review project scopes, support job costing activities, and identify potential out-of-scope work.
• Maintain organized project files and documentation across HouzzPro, ClickUp, and cloud storage platforms.
• Prepare project status updates and support regular operational meetings, including weekly stand-up reporting.
• Monitor project progress and ensure leadership has accurate visibility into schedules, budgets, and project status.

Key Requirements

• Bachelor’s Degree in Project Management, Business Administration, Construction Management, or a related field is preferred.
• 3-5 years’ experience in project coordination, project administration, or operations support.
• Experience coordinating multiple projects simultaneously in a fast-paced environment.
• Proficiency in project management tools such as ClickUp, HouzzPro, or similar platforms.
• Strong scheduling, documentation, and organizational skills.
• Experience in construction, home improvement, property management, or related industries is highly preferred.
• Understanding of project scopes, job costing, payment schedules, and milestone tracking.
• Experience managing change orders, purchase orders, vendor coordination, and project documentation.
• Strong customer communication skills with the ability to manage expectations professionally.
• Ability to work independently, prioritize tasks, and proactively escalate risks or delays.
• Excellent attention to detail and strong problem-solving abilities.