Project Coordinator at NORLEE INVESTMENTS LLC – Jacksonville, Florida

Job Title: Project Coordinator

Reports To: Project Manager

FLSA Status: Exempt

Position Summary:

The Project Coordinator provides administrative and project support to ensure smooth planning, execution, and completion of construction projects. This role focuses on document control, scheduling assistance, material procurement coordination, and communication between the office, field crews, subcontractors, and clients. The Project Coordinator works under the direct supervision of a Project Manager or Senior Project Manager and supports smaller or less complex project tasks while gaining exposure to the full project lifecycle.

Essential Duties and Responsibilities include the following.

• Assist with basic scheduling and tracking of project tasks to support timely completion and monitor progress under direction of PMs.
• Maintain document control by organizing contracts, permits, submittals, and compliance materials; ensure all project documentation is accurate and up to date.
• Track and manage Requests for Information (RFIs) and prepare responses in coordination with project teams.
• Prepare and distribute meeting minutes to document key decisions, action items, and follow-ups from project discussions.
• Support material procurement coordination, including tracking orders, delivery schedules, and inventory to ensure project needs are met.
• Communicate effectively with field crews, providing timely updates, relaying project information, and helping to resolve minor issues in coordination with PMs.
• Assist PMs in understanding and managing basic contract terms, including reviewing change orders and supporting compliance with contractual requirements.
• Verify insurance requirements and subcontractor agreements prior to work commencement.
• Conduct research on potential General Contractors and competitors for upcoming projects.
• Maintain and update the bid and pending project list.
• Perform initial contract reviews and facilitate internal approvals.
• Assist in project setup, including customer details, job number assignment, and lien rights.
• Coordinate activities across project management teams and support project timelines. Monitor progress on assigned tasks and escalate issues to PMs promptly.
• Utilize project management software to track schedules, documentation, and task completion.
• Conduct quality assurance checks on assigned tasks to ensure standards and project specifications are met.
• Perform other related duties as assigned.

Competencies:

• Attention to Detail: Consistently ensures accuracy and completeness in project documentation, submittals, schedules, and reports. Carefully reviews all materials for errors or omissions, proactively identifying issues before they impact project timelines or compliance.
• Collaboration: Actively engages with Project Managers, field crews, subcontractors, and internal teams to facilitate smooth project execution. Builds strong working relationships, encourages knowledge sharing, and ensures alignment of tasks and priorities across all stakeholders.
• Time Management: Effectively prioritizes multiple assignments, balancing competing deadlines while maintaining high-quality work. Demonstrates foresight in planning daily and weekly activities, escalating potential delays or conflicts promptly to keep projects on track.
• Communication: Delivers clear, concise, and professional updates to project managers, clients, subcontractors, and field personnel. Actively listens, provides timely feedback, and ensures that critical information is shared accurately and efficiently.
• Adaptability: Quickly adjusts to shifting project priorities, unexpected challenges, and evolving work conditions. Maintains composure and quality of work under pressure, and actively seeks solutions to support project needs and team objectives.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

This position requires a minimum of a high school diploma. An associate or bachelor’s degree in Construction Management, Engineering, or a related discipline is strongly preferred. Candidates should have 0–2 years of experience in construction, project support, or a related trade. Exposure to project coordination, administrative support, and basic estimating or material procurement tasks is a plus. Familiarity with project management software such as Procore, Bluebeam, or Kojo, and strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) is highly valued.

Language/Interpersonal/Leadership Skills

The ideal candidate must have strong verbal and written communication skills to relay updates, provide progress reports, and interact professionally with project managers, field crews, clients, and subcontractors. A basic understanding of contract terms is required to support document control and compliance. The candidate must be able to coordinate material procurement activities, foster collaboration across teams, and maintain positive working relationships.

Mathematical Skills

The role requires basic mathematical skills, including the ability to perform arithmetic operations (addition, subtraction, multiplication, and division) with whole numbers, fractions, and decimals. Strong analytical skills are also needed to track project budgets, timelines, and resources, ensuring that the projects stay on track and within scope.

Computer Skills

To perform this job successfully, an individual should have proficient computer skills and experience with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Additionally, familiarity with Kojo and Procore is required, as these tools are essential for managing project documentation, scheduling, and communication. The ability to quickly learn and adapt to other project management software is also valuable for this role.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The candidate must have the ability to perform physical tasks such as standing, walking, sitting, stooping, kneeling, crouching, or crawling. Occasionally, the role will require lifting or moving objects up to 50 pounds. Dexterity is required to operate a computer keyboard, mouse, and business equipment. Specific vision abilities, including close vision, distance vision, peripheral vision, and depth perception, are also necessary for the role.

Work Environment:

The Project Coordinator will primarily work in an office environment. Job site visits are not typically required but the individual may occasionally accompany a Project Manager to gain exposure to field operations. The position requires adaptability to varying work conditions and flexibility in work hours to accommodate project schedules, deadlines, and urgent matters that may arise outside of regular office hours.