Project Coordinator in Gresham, Oregon at University Mechanical Contractors, Inc

Starting Salary Range: $26.44 - $33.65/hour; depending on experience

Location: Gresham, Oregon

Classification: Non-Exempt

Must be eligible to work in the U.S. - Sponsorship not available

Position Overview:

The Project Coordinator provides administrative and entry-level project support to the SWW/OR Group. This role assists Project Managers and field teams with document control, procurement, financial tracking, scheduling, and project coordination to help ensure projects are delivered efficiently, safely, and within budget. We lead with integrity, transparency, and accountability, put people first through collaboration and inclusivity, deliver client-focused value, and drive growth through innovation and continuous improvement.

Key Responsibilities:

• Document Management:
• Upload, organize, distribute, and maintain project documents in accordance with company standards and contractual requirements.
• Support the preparation, tracking, and submission of submittals and operation and maintenance (O&M) manuals.
• Coordinate updates to red-line, record, and as-built drawings.
• Prepare, distribute, and track Requests for Information (RFIs).
• Archive final documents and support accurate, complete project close-out records.
• Procurement Support:
• Assist with bid requests, vendor coordination, and procurement documentation.
• Prepare and track purchase orders, packing slips, delivery receipts, and related records.
• Monitor equipment and material orders, communicate status, and help expedite deliveries to support project schedules.
• Permit Coordination:
• Assist with the preparation, submission, and tracking of permit applications and related project documentation.
• Financial Administration:
• Support data entry and updates in project financial systems.
• Assist with cost tracking, job cost transfers, change order documentation, and project close-out processes.
• Help resolve invoice discrepancies and process subcontractor or vendor documentation.
• Team Collaboration:
• Collaborate with Project Managers, superintendents, forepersons, engineers, detailers, vendors, and other team members to keep work moving forward.
• Support project planning, scheduling, meeting coordination, action-item tracking, and close-out activities.
• Office and Logistics:
• Coordinate project office supplies, equipment needs, material inventory, and project-specific administrative resources.
• Handle project correspondence, mail, deliveries, and general office or jobsite logistics as assigned.
• General Expectations:
• Maintain consistent and punctual attendance as an essential job function in support of team and client needs.
• Support compliance with company safety programs and contribute to a safe, respectful, collaborative, and accountable work environment.

Secondary Responsibilities:

• Support preparation, maintenance, and distribution of project schedules and status updates.
• Assist with site-specific safety documentation and coordination in partnership with project and safety teams.
• Review project drawings, specifications, scopes, and contract documents as needed to support project administration.
• Maintain positive client and vendor relationships through professionalism, responsiveness, and clear communication.
• Attend project meetings, document action items and follow-ups, and continue developing knowledge of mechanical systems, construction practices, estimating, and financial management.

Required Skills and Abilities:

• Proficiency in Microsoft Office (Outlook, Excel, Word), Bluebeam, Smartsheet, OneDrive, Teams, SharePoint, BIM360, and Viewpoint (Team and Vista).
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to work independently and collaboratively in a fast-paced project environment.
• High attention to detail and accuracy; errors may result in financial or schedule impacts.
• Effective written and verbal communication skills.
• Ability to foster a collaborative, respectful, inclusive, and accountable working environment.

Preferred Education and Experience:

• Associate or bachelor’s degree in Construction Management, Engineering, Architecture, Business Administration, or a related field preferred. Entry-level construction or project coordination experience is preferred.

Required Licensing and Other Certifications:

• Maintain a valid driver’s license and satisfactory driving record.