Project Coordinator

COMPANY DESCRIPTION

Sorella Group, Inc. is a national specialty contractor and building material supplier with offices located in Kansas City, KS and Nashville, TN. Our services include design, full-service carpentry, and CSI Division 10 contracting in the Aviation, Government, Healthcare, Multifamily, Higher Education, and Commercial markets. We are a preferred distributor for industry-leading manufacturers and are committed to providing superior customer service.

JOB DESCRIPTION

This is a full-time, on-site role for a Project Coordinator in our Kansas City, KS office. You will support Project Managers throughout the construction project lifecycle, from estimator handoff through final closeout. The Project Coordinator keeps project information organized, maintains accurate records and logs, follows up on outstanding items, and helps ensure that approvals, materials, documentation, and field information are ready when needed. This position requires a detail-oriented, proactive individual who communicates well, manages competing priorities, and wants to develop into a commercial construction Project Manager.

RESPONSIBILITIES WILL INCLUDE

- Support one or more Project Managers with project startup, execution, billing, and closeout activities across multiple active projects.

- Manage assigned small or lower-risk projects from handoff through closeout under the direction of a Project Manager or Operations leadership, including schedule, purchasing, customer communication, field coordination, billing support, and closeout documentation.

- Review project handoff information, including proposals, estimates, takeoffs, vendor quotations, contracts, plans, specifications, addenda, alternates, exclusions, and clarifications.

- Set up and maintain organized project files, contact lists, logs, distribution lists, and document-control systems in accordance with company procedures.

- Prepare, submit, distribute, and track product data, shop drawings, samples, substitutions, and resubmittals; follow up on outstanding reviews and record approval status.

- Maintain accurate logs for submittals, RFIs, ASIs, bulletins, proposal requests, change orders, procurement, deliveries, punch work, and closeout requirements.

- Assist Project Managers with project schedules and milestone tracking for approvals, field measurements, purchasing, fabrication, deliveries, installation, billing, and closeout.

- Request and organize vendor and subcontractor quotations, confirm scope and pricing details, and help prepare purchase orders and subcontract documentation for approval.

- Track material releases, lead times, fabrication, shipping, delivery, shortages, damage, and replacement items; communicate status and escalate delays promptly.

- Confirm that current drawings, approved submittals, installation information, and project updates are distributed to the appropriate field and office team members.

- Assist with jobsite logistics, delivery coordination, field measurements, site access, material storage, and other readiness items identified by the Project Manager or field leadership.

- Attend internal and external project meetings as requested; prepare notes, document assignments and due dates, distribute meeting information, and follow up on open action items.

- Communicate professionally with customers, vendors, subcontractors, field personnel, and internal departments while routing decisions and commitments to the responsible Project Manager.

- Help document potential changes, gather labor and material information, organize supporting records, and maintain current change-order status for Project Manager review.

- Assist with monthly billing preparation by gathering percent-complete information, stored-material documentation, approved change information, and other required support.

- Monitor project records for missing information, approaching deadlines, and unresolved items; notify the Project Manager early when an issue may affect cost, schedule, quality, or field progress.

- Support punch-list and closeout activities, including warranties, operation and maintenance information, as-built documents, certifications, attic stock, training records, and final acceptance documentation.

- Maintain accurate, current information in company project-management, accounting, document-control, and communication systems.

- Take on progressively greater coordination and project-management responsibility as knowledge, judgment, and performance develop.

- Perform other duties reasonably related to the role and the needs of the business.

QUALIFICATIONS AND SKILLS

- Construction project coordination, project administration, estimating, field, vendor, or related experience is preferred; entry-level candidates with relevant education or internship experience will be considered.

- Associate or bachelor's degree in construction management, construction science, engineering, architecture, business, or a related field is preferred; equivalent relevant experience will be considered.

- Basic ability to read construction plans, specifications, schedules, and product information, with a willingness to develop stronger technical knowledge.

- Strong organizational and time-management skills, with the ability to maintain accurate records, manage multiple priorities, and meet deadlines.

- Careful attention to detail and consistent follow-through on assignments, open items, approvals, and commitments.

- Ability to communicate professionally with management, team members, customers, vendors, subcontractors, and trades professionals.

- Sound judgment and the ability to recognize when an issue requires escalation to the Project Manager or another responsible team member.

- Ability to work independently within assigned responsibilities while contributing effectively in a team environment.

- Flexibility and willingness to accommodate changing project needs and last-minute requests in a fast-paced environment.

- Strong computer skills, including Microsoft Office (Excel, Word, Teams, and Outlook), and the ability to learn project-management, accounting, document-control, and other company software.

- Valid driver's license and ability to travel to project sites, including occasional overnight travel, as required.

BENEFITS PACKAGE

- Medical, Dental, Vision, Life, and Disability insurance

- Option to participate in Medical FSA, Dependent Care FSA, and Aflac

- Training

- 401(k) employer matching

- Paid Time Off

- Eight paid holidays effective the first day of employment

E-Verify & Equal Opportunity Employer. Pre-employment background check and drug screen required.*

*As a Federal Contractor, Sorella Group is required to comply with the Drug-Free Workplace Act of 1988. Under federal law, marijuana remains classified as an illegal controlled substance, even in states where medical or recreational marijuana is legal.