Construction Project Coordinator

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