Project Manager in Sacramento, California at Penhall Company

Job Summary:

The Project Coordinator supports project managers with scheduling, documentation, communication, and day-to-day coordination on construction and demolition projects. This role works closely with internal teams and vendors to help keep projects organized, compliant, and on track while developing foundational project management skills.

Duties and Responsibilities:

• Interface daily with Project Managers to receive, review, and process invoices.
• Submit complete and accurate invoices to the Corporate AP Department for processing.
• Prepare and submit billings through third-party platforms, including GC Pay, Textura, Procore, and other owner portals.
• Compile backup documentation for billings, including field reports, timecards, extra work tickets, and daily logs.
• Assist with applications for payment and support monthly billing cycles.
• Facilitate and schedule meetings, prepare agendas, and distribute meeting notes.
• Provide status updates and relay critical information on behalf of the Project Manager.
• Maintain accurate and up-to-date records of contracts, permits, RFIs, change orders, and drawings.
• Track and archive all revisions and approvals for project documentation.
• Assist in assembling the Schedule of Values (SOV) per specifications and track updates throughout the project.
• Support preparation of monthly Work-in-Progress (WIP) reports, including percent complete, outstanding invoices, and retainage status.
• Order project materials and supplies as directed, verify receipt, and support timely delivery.
• Schedule equipment, coordinate vendor setups, and assist with mobilization logistics (travel and lodging as required).
• Collect and file daily safety documentation, participate in site walkthroughs as assigned, and support compliance reporting.
• Report and assist with follow-up on safety or quality observations identified by the project team.

Required Skills and Abilities:

• Construction industry experience required; exposure to heavy civil, demolition, concrete, or industrial services preferred.
• Experience with ERP systems; Viewpoint Vista strongly preferred.
• Familiarity with billing platforms such as GC Pay, Textura, Procore, or similar systems preferred.
• Basic understanding of accounts payable (AP), accounts receivable (AR), payroll processes, and contract compliance.
• Knowledge of certified payroll and union requirements is a plus.
• Strong written and verbal communication skills.
• Strong organizational skills with high attention to detail.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency with Microsoft Office (Excel, Outlook, Word) and digital workflows.

Essential Core Competencies:

• Project Planning & Coordination: Supports project schedules, timelines, and task tracking while assisting with resource coordination under the direction of the project team.
• Client & Team Communication: Communicates professionally with internal teams, field personnel, and external partners to relay information, follow up on action items, and support positive working relationships.
• Budget & Cost Awareness: Assists with tracking project costs, invoices, and billing documentation while developing an understanding of budget controls and financial processes.
• Project Documentation & Contract Support: Maintains organized project files, tracks RFIs, change orders, permits, and drawings, and supports accurate documentation and compliance requirements.
• Safety & Compliance Support: Supports jobsite safety initiatives by collecting safety documentation, reporting observations, and assisting with compliance to company policies and OSHA standards.

Education and Experience:

• High school diploma with relevant experience or a Bachelor’s degree in engineering, construction, business, or a related field.
• Demonstrates exceptional oral and written communication competencies.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to walk job sites when necessary.
• May be required to travel to job sites and other locations.