Project Coordinator

Reports to: Project Manager

ROLE PURPOSE

The Project Coordinator is the system owner for how work moves from “sold” to “built” to “billed.”

This role ensures that every job is properly set up, documented, scheduled, compliant, and ready for crews and customers — before field work begins and throughout the project lifecycle.

This is not a receptionist, admin assistant, or dispatcher role. This is a coordination, verification, and accountability role that sits between Sales, Operations, Safety, Field Crews, and Accounting.

If you are someone who naturally sees what’s missing, keeps systems clean, and makes sure work flows without surprises, this role will feel like home.

WHAT SUCCESS LOOKS LIKE

A successful Project Coordinator ensures that:

• Every job in the field is properly set up, documented, compliant, and scheduled before crews arrive
• Field teams never have to chase paperwork, drawings, or approvals
• Management can trust that JobTread reflects reality
• Customers receive complete, professional documentation and accurate invoices
• Safety systems are active, current, and auditable
• Payroll and billing are supported by clean, verified data

CORE ACCOUNTABILITY AREAS

1. PROJECT SETUP & HANDOFF OWNERSHIP

You own the quality of the handoff from Sales and Pre-Construction into Operations.

You are responsible for:

• Reviewing all new job intake forms (GC Intake, JobTread Webforms, Sales entries)
• Verifying job details are complete and accurate:
• Site address and access info
• Customer and superintendent contacts
• Scope of work
• Required permits, safety requirements, and insurance needs
• Creating and maintaining the full job record in JobTread:
• Assigning job numbers
• Uploading drawings, contracts, and customer documents
• Structuring folders and files correctly in Google Drive and JobTread
• Flagging missing or unclear information to the PM or Operations Manager before jobs are scheduled
• Ensuring jobs appear correctly in Cozi for manpower and equipment planning

You do not sell work.

You do not approve scope or pricing.

You verify that the job is ready to be built and billed.

2. SYSTEMS & DATA INTEGRITY

You are the “single source of truth” keeper. You are responsible for:

• Maintaining clean, accurate, up-to-date records in:
• JobTread
• Google Drive
• Cozi
• Monitoring Zapier and JotForm integrations:
• Daily slips routing correctly
• QA and safety forms landing in the correct job folders
• Fixing or flagging data routing issues through process improvement
• Ensuring confidential customer contracts are properly scanned, stored, and secured

If it’s in the system, leadership should be able to trust it.

3. SAFETY & COMPLIANCE COORDINATION

You are not the Safety Officer — you are the compliance system owner. You are responsible for:

• Verifying that all required safety documentation exists before work begins:
• Ground disturbance forms
• BC One Call / line locate documentation
• FLHAs
• Machine inspections
• Pre-pour QA checklists
• Maintaining safety training and certification records for COR certification and WorkSafe purposes.
• Supporting weekly safety workflows:
• Tool box talks documented in Site Docs
• Signatures and meeting records properly filed
• Flagging missing or expired documents to Operations or Safety leadership

You don’t create safety policy — you ensure the system is followed and provable.

4. SCHEDULING & FIELD COORDINATION SUPPORT

You support dispatch and operations by ensuring planning systems are accurate.

You are responsible for:

• Confirming jobs are visible and correctly scheduled in Cozi
• Maintaining manpower and holiday calendars
• Tracking BC One Call and line locate schedules
• Ensuring ground disturbance status is visible before crews are dispatched
• Participating in Wednesday Look-Ahead Meetings with updated job and compliance status

You do not dispatch crews.

You make sure dispatch has reliable information.

5. BILLING, PAYROLL & DOCUMENT VERIFICATION

You are the quality gate before money moves. You are responsible for:

• Reviewing daily slips and timecards in JobTread
• Comparing submitted hours against clock-in/clock-out records
• Flagging discrepancies for Operations or Management
• Supporting invoice preparation by:
• Ensuring supporting documents are attached
• Verifying billing periods and contract vs. hourly work
• Filing and organizing customer contracts and billing records
• Verifying employee receipts are uploaded and matched to Visa statements (via Dext)

You do not approve payroll or invoices.

You ensure they are clean, supported, and defensible.

6. VENDOR & PRICING SUPPORT

You support estimating and procurement systems. You are responsible for:

• Maintaining customer price sheets
• Requesting updated pricing from vendors when triggered by PM or Pre-Con
• Updating JobTread with current material pricing
• Filing supplier documentation correctly

7. HR & ONBOARDING ADMINISTRATION SUPPORT

You support HR systems, not HR decisions. You are responsible for:

• Ensuring new hire packages are complete
• Tracking onboarding requirements
• Filing employee documentation
• Maintaining training calendars and compliance records
• Managing sick time and holiday tracking systems

SOFTWARE YOU WILL WORK IN DAILY

• JobTread (primary system of record)
• JotForm (via Zapier integration)
• Google Drive
• Cozi
• Site Docs
• Dext (receipts and expenses)
• Payworks (coming soon)

You don’t need to be a software expert on day one — but you must be someone who enjoys learning systems and keeping them clean.

WHO THIS ROLE IS FOR

You will thrive in this role if you:

• Naturally spot missing information and loose ends
• Like building order out of complexity
• Are comfortable reinforcing processes in a way that helps others succeed, not feel policed
• Communicate clearly and professionally with managers, field crews, and customers
• Take pride in clean files, accurate records, and reliable systems
• Prefer being the “air traffic controller” rather than the person in the cockpit

WHO THIS ROLE IS NOT FOR

• This role is not a fit if you:
• Prefer purely social, front-desk, or reception-style work
• Avoid following up with people when things are incomplete
• Dislike systems, documentation, or compliance work
• Want a role focused mainly on sales, marketing, or field operations

TEAM CLARITY — WHO OWNS WHAT

This role OWNS:

• Job setup quality
• System accuracy
• Documentation completeness
• Compliance tracking
• Data flow between departments

This role SUPPORTS:

• Sales (by verifying intake and pricing data)
• Operations (by keeping schedules and job records reliable)
• Safety (by maintaining auditable systems)
• Accounting (by ensuring billing and payroll data is clean)

This role DOES NOT:

• Approve pricing, contracts, payroll, or invoices
• Dispatch crews
• Create safety policy
• Sell work