Project Coordinator

Position Objective:

To augment project teams with a support position capable of providing back-office support in the administration of projects and services.  As a Project Coordinator, you will provide coordination and administrative support throughout the life of the projects within PDA and with clients.  You will assist with change order development, resource allocation, invoicing, and project close-out. You will oversee various aspects of each project and work closely with the project managers.

Ideal Candidate: 

The ideal candidate will be someone with related technical background or a high degree of technical aptitude. Preferably the candidate will have experience in a similar role or function that required review of technical concepts/documents, take-offs or print reading, BOM preparations, and vendor solicitation.  The candidate must have existing experience with Microsoft products and strong written and verbal communication.

Job Summary/Objective/Role:

The Project Coordinator provides support to Engineering team members.  Project Coordinators assist with reporting, content development, and pre/post-order support. The Project Coordinator collaborates with multiple departments including Sales, Engineering, and Admin to assemble and prepare documentation.  In this role you will aid in documentation and process development by utilizing personal knowledge, internal specialists or other internal resources, vendor representatives, and other available sources. Over time you will learn and evaluate all of Process and Data Automation offerings to aid in identifying client objectives, requirements, and preferences.

Essential Functions

  • Maintain and monitor project plans, schedules, and tasks
  • Establish and maintain project billing schedules
  • Assist project managers with Project Status Reports
  • Determine resource allocation needs based on project budgets and PM feedback
  • Assist PMs with accounts receivables
  • Oversee the invoicing process for projects within the studio
  • Consistently provide a high level of customer service to staff, clients, vendors, business partners, and guests
  • Managing workload – prioritizing work, follow up of outstanding items, and ensuring deadlines are met
  • Provide coordination and administrative support throughout project phases:
  • Project Start-Up Tasks: Including contracts, RFP’s/proposal letters, work authorizations, creation and/or maintenance of project directories, opening project and sub-project numbers, establishing project billing schedules and resourcing plans
  • Early Project Phases Tasks: Including but not limited to accurate project files documentation (hard copy and electronic), print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, meeting coordination and Teams set-up as required, preparation of meeting agendas and meeting notes
  • Construction Documentation/Administration Phases Tasks: include file sharing, print coordination, logging RFIs & submittals
  • Project Close-Out Tasks: include filing, financial system close out and punch lists
  • Responsible for assisting Accounting and Managers in assembling invoices
  • Request insurance certificates
  • Schedule and coordinate meetings; Attend meetings, if necessary, for taking minutes and documenting other information
  • Special duties and projects, as assigned or necessary


  • Excellent organization and communication skills
  • Exceptional interpersonal skills: fluent in verbal and written communications, technical Writing Experience preferred
  • Ability to problem-solve and respond to unique situations in the appropriate manner
  • Ability to read and understand routine reports, operating instructions, and correspondence
  • Be responsive, proactive and provide attention to detail
  • Perceive the purpose of a project and work towards the end goal

Knowledge, Skills, and Abilities

  • At least 1 year of administrative or business assistant experience, or a similar organizational role; college degree preferred
  • Ability to effectively prioritize with strong time management skills in a fast-paced environment
  • Superior verbal and written communication skills
  • Highly organized with strong attention to detail
  • High level of professionalism and a strong sense of urgency
  • Intermediate to advanced skills in MS Office365 (SharePoint, Outlook, Excel, Word, PowerPoint, and Project)
  • Ability to work with minimal guidance; Proactive, motivated self-starter
  • Proficiency with Zoom, Microsoft Teams, and conferencing systems – web and telephonic
  • Flexibility and ability to handle and manage change effectively and efficiently