Project Coordinator, Commercial Paving at PH FM LLC – Westerville, Ohio

The Project Coordinator supports the planning, execution, and delivery of commercial paving projects. This role serves as a key liaison between clients, general contractors, and internal teams to ensure projects are completed on time, within scope, and at a high level of quality. The coordinator manages project documentation, scheduling, communication, and customer service while contributing to a smooth and efficient operational workflow.

Key Responsibilities

Project Coordination

• Assist in developing project schedules, work plans, and daily production plans for paving crews.
• Coordinate material deliveries, equipment allocation, and subcontractor scheduling.
• Prepare and distribute job packets, site maps, permits, and other project documentation.
• Track project progress and communicate changes or issues to internal and external stakeholders.
• Monitor project budgets and support cost-tracking activities.

Client & Account Support

• Serve as a point of contact for clients regarding project updates, scheduling, change orders, and service needs.
• Build and maintain strong client relationships through proactive communication and follow-up.
• Assist with proposals, quotes, and contract documentation as needed.
• Ensure client expectations are clearly understood and met throughout the project lifecycle.

Operational Support

• Maintain accurate project files, daily logs, and job cost information in ERP/CRM systems.
• Coordinate with project managers and field supervisors to keep all parties aligned.
• Support invoicing activities through documentation, timecard collection, and job completion verification.
• Assist with safety documentation, pre-job planning forms, and compliance requirements.
• Contribute to process improvements that enhance efficiency and job execution.

Qualifications

Required

• 1–3 years of experience in construction coordination, project administration, or customer service (paving or asphalt experience preferred).
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent communication and relationship-building abilities.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Ability to work in a fast-paced environment with time-sensitive deadlines.

Preferred

• Experience with construction or paving industry terminology, workflows, and operational processes.
• Familiarity with scheduling software, CRM tools, or construction management systems.
• Knowledge of asphalt paving practices, materials, and production processes.

Core Competencies

• Attention to Detail – Ensures accuracy in documentation and project information.
• Problem Solving – Anticipates issues and provides solutions quickly.
• Collaboration – Works effectively with field crews, clients, and internal teams.
• Customer Focus – Maintains a service-oriented mindset.
• Time Management – Prioritizes tasks efficiently in a dynamic environment.

Work Environment

Typical office setting with moderate noise. Frequent use of computers and web-based tools. Requires sitting, viewing screens, and keyboarding for extended periods. Occasional lifting of up to 20 pounds. Strong attention to detail, organizational skills, and ability to meet tight deadlines required.

Note: This job description outlines the general nature and key responsibilities of the role and may be modified by management to reflect evolving organizational needs or priorities.