The Project Coordinator plays a critical role in supporting the successful execution of residential construction projects by ensuring budget accuracy, schedule coordination, and effective communication across departments. Working closely with construction managers, procurement, and finance teams, this role maintains the integrity of project documentation, tracks key milestones, and facilitates the smooth management of scope changes and cost controls. The Project Coordinator is also responsible for proactively identifying risks or inefficiencies and implementing solutions that improve overall project performance. This position requires strong attention to detail, a collaborative mindset, and a proactive approach to managing both administrative and financial project tasks.

Key Responsibilities

Budget & Cost Management

• Develop and maintain project budgets, ensuring accurate forecasting, cost tracking, and real-time financial reporting.
• Monitor variances and collaborate with finance to resolve discrepancies, manage accruals, and maintain budget integrity.
• Generate and process purchase orders, ensuring pricing accuracy, scope alignment, and adherence to approval protocols.
• Work with procurement and finance to address invoice issues, missing charges, and proper cost allocations.

Project Documentation & Administration

• Maintain organized digital project files with up-to-date documentation, including drawings, specifications, permits, and inspection records.
• Upload and manage project content within content management systems (e.g., shop drawings, selections, warranties).
• Track and log all permit approvals and utility applications, ensuring compliance and accessibility across teams.

Change Management & Scope Coordination

• Document and manage all change requests, including material substitutions, regulatory updates, and scope adjustments.
• Process and track variance purchase orders (VPOs), assessing both cost and schedule impacts.
• Ensure all approved changes are communicated to stakeholders and reflected in project plans and timelines.
• Prioritize urgent change requests to avoid disruption to critical construction activities.

Stakeholder Communication & Project Coordination

• Provide regular project updates to key stakeholders, including construction, procurement, and executive teams.
• Communicate scope changes to vendors and confirm revised pricing or deliverables are captured accurately.
• Work closely with internal teams to implement changes efficiently and keep schedules aligned.

Process Improvement & Team Support

• Analyze recurring project issues such as delays, budget overruns, or documentation gaps and propose actionable improvements.
• Identify opportunities to reduce costs through better scheduling, trade coordination, or supplier negotiation.
• Support the development and refinement of standard operating procedures for the production team.
• Contribute to continuous improvement by sharing lessons learned and aligning with cross-functional teams on best practices.