Role Overview

Support the State Projects department by managing communication, documentation, and task coordination across multiple active projects.
Work closely with internal consultants and analysts, as well as external partners such as utility providers, government agencies, school districts, and municipalities.
Monitor and manage a high volume of internal and external Outlook emails.
Log and document all project-related calls and emails: participants, key decisions, action items, due dates, and next steps.
Ensure relevant internal staff are copied on communications and messages are filed in the correct project records.
Draft and send routine follow-ups, information requests, and status updates using approved templates and clear, professional writing.
Attend calls with partners, clients, and agencies and take structured notes.
Convert call notes into clean meeting summaries, including decisions, open questions, action items, owners, and deadlines.
Maintain to-do lists for consultants and analysts, following up to keep tasks moving.
Keep a running “Open Items” list for each project.
Identify utility providers and agency contacts for specific jurisdictions.
Gather contact information and submission requirements from agencies, school districts, and municipalities.
Prepare and send letters or formal requests as needed using templates.
Track outreach attempts and responses (who, when, and outcome).
Receive, rename, and file documents consistently in the correct project folders.
Maintain version control to ensure the team uses the latest forms, exhibits, and application packages.
Compile project manuals or submittal packages when required.
Create and maintain project-specific application checklists (forms, exhibits, supporting documents, signatures).
Coordinate internally and externally to collect required documents.
Maintain a master list of all active projects and document requirements.
Update the project management system with status, tasks, due dates, and next steps.
Generate status reports for internal leadership and project teams.
Schedule calls/meetings, coordinate agendas, and send calendar invites.

Requirements

Bachelor’s degree in Business Administration, Construction Management, Engineering, Public Administration, or a related field.
2+ years in project administration, operations support, or coordination, ideally in construction, engineering, utilities, permitting, or government-related projects.
Excellent note-taking and documentation skills: able to capture details accurately and structure them clearly.
Strong English reading and writing skills for client-facing emails, meeting summaries, checklists, and status reports.
Clear spoken English for live calls (Teams/Zoom), with the ability to follow fast-paced conversations, ask clarifying questions, and capture accurate notes in real time.
High attention to detail and strong follow-through; able to manage documents and action items without errors.
Comfortable working in a Microsoft-heavy environment: Outlook, Teams, Excel, Word, OneDrive/SharePoint.
Ability to manage multiple projects and shift priorities without missing deadlines.
Familiarity with agency submissions or compliance document collection.
Experience working with government or state agencies.
Experience with project management systems (Monday, Asana, Smartsheet, MS Planner, etc.).
Experience building repeatable templates, trackers, and SOPs for team efficiency.

Benefits

HMO coverage after 6 months of employment
Observance of US Holidays, plus 7 additional leave credits after 10 months of service
Signing bonus of USD 400 after completing 30 shifts
Cash advance program

MOD Careers

Open Positions (1)

Operations

Construction Project Coordinator