Project Coordinator

Document Preparation and Organization 

Organizing and maintaining files for contracts, permits, blueprints, and job site paperwork. 

Printing and organizing drawings and files. 

Assisting with preparing bids, proposals, and change orders. 

Ensuring contracts are properly filed, tracked, and updated. 

Performing data entry and document management tasks. 

Managing permits and ensuring compliance with local regulations. 

Project Coordination and Tracking 

Assisting with the coordination of multiple projects, ensuring deadlines and deliverables are met. 

Tracking project statuses, expenses, and timelines, and providing regular updates. 

Liaising with project managers to ensure the smooth flow of information. 

Receiving POs, setting up job numbers, and coordinating new project requirements. 

Completing pre-job assessments and assisting with job close-out documentation. 

Managing job orders and tracking project progress from initiation to completion. 

Billing & Financial Administration 

Tracking expenses, invoices, and receipts related to ongoing projects. 

Assisting with budget management and financial reporting. 

Processing billable timesheets, pay applications, and lien waivers. 

Coordinating customer follow-ups to ensure timely payments and resolve billing issues. 

Ensuring all credit card receipts (CC receipts) are recorded and reconciled. 

Preparing or reviewing financial reports for management review. 

Assisting in tracking job costs and ensuring projects stay within budget. 

Procurement and Vendor Relations 

Assisting with ordering materials, tools, and supplies needed for projects. 

Managing relationships with suppliers and ensuring timely delivery of materials. 

Verifying purchase orders and coordinating deliveries to job sites. 

Client and Subcontractor Liaison 

Communicating with clients regarding project status, schedules, and payments. 

Coordinating with subcontractors on job site issues, scheduling, and progress updates. 

Ensuring all client and subcontractor communications are documented and properly filed. 

Managing and ensuring proper documentation of Certificates of Insurance (COIs) for subcontractors and vendors. 

Compliance and Safety Management 

Ensuring that all required safety protocols, documentation, and certifications are up to date. 

Assisting with tracking compliance on job sites (permits, inspections, etc.). 

Maintaining records of training, certifications, and safety audits. 

Travel Arrangements 

Booking hotels for project teams, site visits, and client meetings. 

Managing travel itineraries and expense reporting. 

Other Duties as Assigned 

Perform additional tasks needed to support the team and company objectives, adapting as the company evolves. 

Copeland Electric is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Our company is committed to maintaining a respectful, professional, and inclusive work environment across all offices and job sites where every employee is treated with dignity and respect.