Project Coordinator

About Copeland Electric

At Copeland Electric, we take pride in building strong teams, strong systems, and strong communities. Our work spans large-scale electrical construction projects, commercial service, and innovative energy solutions. We value excellence, reliability, and collaboration and we believe that the strength of our people drives the success of every project we complete.

We're looking for a motivated and detail-oriented Project Coordinator to join our growing team. This role is essential in supporting project managers and ensuring every project runs smoothly from start to finish with accuracy, communication, and organization at the core.

About the Role

The Project Coordinator plays a key role in supporting the successful execution of multiple construction and service projects. This position ensures that documentation, scheduling, billing, and communication flow seamlessly between clients, vendors, subcontractors, and internal teams. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment.

Key Responsibilities

Scheduling & Calendar Management

Coordinate meetings with clients, subcontractors, vendors, and internal teams.

Manage project appointments, deadlines, and reminders for site visits or inspections.

Schedule and track ongoing site visits for current projects.

Schedule meetings with project managers, foremen, and other team members.

Track and send reminders for required site orientation updates.

Correspondence & Communication

Handle incoming and outgoing communication, including phone calls and emails.

Stay briefed on important matters to support effective communication flow.

Draft, proofread, and distribute letters, proposals, and client updates.

Document Preparation & Organization

Organize and maintain files for contracts, permits, blueprints, and other project paperwork.

Print and assemble drawings, bids, proposals, and change orders.

Ensure contracts and permits are filed, tracked, and kept up to date.

Perform accurate data entry and document management.

Project Coordination & Tracking

Assist in coordinating multiple projects to ensure deadlines and deliverables are met.

Track project status, timelines, and expenses while providing updates to leadership.

Liaise with project managers to ensure smooth communication and task completion.

Receive purchase orders, set up job numbers, and manage project initiation tasks.

Facilitate job orders, pre-job assessments, and closeouts.

Ensure all project processes and documentation meet customer specifications.

Obtain and maintain all required licenses, certifications, and project documentation.

Financial Administration & Billing

Prepare and issue customer invoices and pay applications.

Track and reconcile project-related expenses, invoices, and receipts.

Assist with budgeting, cost tracking, and financial reporting.

Maintain accurate job cost data and provide management reports.

Follow up with clients to ensure timely payment and resolve billing questions.

Procurement & Vendor Relations

Order materials, tools, and supplies needed for projects.

Manage supplier relationships to ensure timely and accurate deliveries.

Verify and process purchase orders and delivery documentation.

Client & Subcontractor Liaison

Communicate with clients regarding project progress, schedules, and billing.

Coordinate with subcontractors to manage schedules, site progress, and documentation.

Ensure proper documentation of subcontractor Certificates of Insurance (COIs).

Maintain organized records of all correspondence and project communications.

Travel Coordination

Book and manage travel arrangements for site visits, meetings, and events.

Maintain travel itineraries and process related expense reports.

Other Duties

Perform additional administrative or coordination tasks to support company objectives as needed.

Qualifications

Previous experience in project coordination, construction administration, or a similar role preferred.

Strong organizational and time-management skills with exceptional attention to detail.

Excellent communication, customer service, and problem-solving skills.

Proficient in Microsoft Office Suite (Word, Excel, Outlook) and project management software.

Ability to handle multiple projects and priorities in a fast-paced environment.

Job Type: Full-time

Pay: $40, $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person