Job Title

Reports to: Project ManagerROLE PURPOSEThe Project Coordinator is the system owner for how work moves from sold to built to billed.This role ensures that every job is properly set up, documented, scheduled, compliant, and ready for crews and customers before field work begins and throughout the project lifecycle.This is not a receptionist, admin assistant, or dispatcher role. This is a coordination, verification, and accountability role that sits between Sales, Operations, Safety, Field Crews, and Accounting.If you are someone who naturally sees whats missing, keeps systems clean, and makes sure work flows without surprises, this role will feel like home.WHAT SUCCESS LOOKS LIKEA successful Project Coordinator ensures that:Every job in the field is properly set up, documented, compliant, and scheduled before crews arriveField teams never have to chase paperwork, drawings, or approvalsManagement can trust that JobTread reflects realityCustomers receive complete, professional documentation and accurate invoicesSafety systems are active, current, and auditablePayroll and billing are supported by clean, verified dataCORE ACCOUNTABILITY AREAS1. PROJECT SETUP & HANDOFF OWNERSHIPYou own the quality of the handoff from Sales and Pre-Construction into Operations.You are responsible for:Reviewing all new job intake forms (GC Intake, JobTread Webforms, Sales entries)Verifying job details are complete and accurate:Site address and access infoCustomer and superintendent contactsScope of workRequired permits, safety requirements, and insurance needsCreating and maintaining the full job record in JobTread:Assigning job numbersUploading drawings, contracts, and customer documentsStructuring folders and files correctly in Google Drive and JobTreadFlagging missing or unclear information to the PM or Operations Manager before jobs are scheduledEnsuring jobs appear correctly in Cozi for manpower and equipment planningYou do not sell work.You do not approve scope or pricing.You verify that the job is ready to be built and billed.2. SYSTEMS & DATA INTEGRITYYou are the single source of truth keeper. You are responsible for:Maintaining clean, accurate, up-to-date records in:JobTreadGoogle DriveCoziMonitoring Zapier and JotForm integrations:Daily slips routing correctlyQA and safety forms landing in the correct job foldersFixing or flagging data routing issues through process improvementEnsuring confidential customer contracts are properly scanned, stored, and securedIf its in the system, leadership should be able to trust it.3. SAFETY & COMPLIANCE COORDINATIONYou are not the Safety Officer you are the compliance system owner. You are responsible for:Verifying that all required safety documentation exists before work begins:Ground disturbance formsBC One Call / line locate documentationFLHAsMachine inspectionsPre-pour QA checklistsMaintaining safety training and certification records for COR certification and WorkSafe purposes.Supporting weekly safety workflows:Tool box talks documented in Site DocsSignatures and meeting records properly filedFlagging missing or expired documents to Operations or Safety leadershipYou dont create safety policy you ensure the system is followed and provable.4. SCHEDULING & FIELD COORDINATION SUPPORTYou support dispatch and operations by ensuring planning systems are accurate.You are responsible for:Confirming jobs are visible and correctly scheduled in CoziMaintaining manpower and holiday calendarsTracking BC One Call and line locate schedulesEnsuring ground disturbance status is visible before crews are dispatchedParticipating in Wednesday Look-Ahead Meetings with updated job and compliance statusYou do not dispatch crews.You make sure dispatch has reliable information.5. BILLING, PAYROLL & DOCUMENT VERIFICATIONYou are the quality gate before money moves. You are responsible for:Reviewing daily slips and timecards in JobTreadComparing submitted hours against clock-in/clock-out recordsFlagging discrepancies for Operations or ManagementSupporting invoice preparation by:Ensuring supporting documents are attachedVerifying billing periods and contract vs. hourly workFiling and organizing customer contracts and billing recordsVerifying employee receipts are uploaded and matched to Visa statements (via Dext)You do not approve payroll or invoices.You ensure they are clean, supported, and defensible.6. VENDOR & PRICING SUPPORTYou support estimating and procurement systems. You are responsible for:Maintaining customer price sheetsRequesting updated pricing from vendors when triggered by PM or Pre-ConUpdating JobTread with current material pricingFiling supplier documentation correctly7. HR & ONBOARDING ADMINISTRATION SUPPORTYou support HR systems, not HR decisions. You are responsible for:Ensuring new hire packages are completeTracking onboarding requirementsFiling employee documentationMaintaining training calendars and compliance recordsManaging sick time and holiday tracking systemsSOFTWARE YOU WILL WORK IN DAILYJobTread (primary system of record)JotForm (via Zapier integration)Google DriveCoziSite DocsDext (receipts and expenses)Payworks (coming soon)You dont need to be a software expert on day one but you must be someone who enjoys learning systems and keeping them clean.WHO THIS ROLE IS FORYou will thrive in this role if you:Naturally spot missing information and loose endsLike building order out of complexityAre comfortable reinforcing processes in a way that helps others succeed, not feel policedCommunicate clearly and professionally with managers, field crews, and customersTake pride in clean files, accurate records, and reliable systemsPrefer being the air traffic controller rather than the person in the cockpitWHO THIS ROLE IS NOT FORThis role is not a fit if you:Prefer purely social, front-desk, or reception-style workAvoid following up with people when things are incompleteDislike systems, documentation, or compliance workWant a role focused mainly on sales, marketing, or field operationsTEAM CLARITY WHO OWNS WHATThis role OWNS:Job setup qualitySystem accuracyDocumentation completenessCompliance trackingData flow between departmentsThis role SUPPORTS:Sales (by verifying intake and pricing data)Operations (by keeping schedules and job records reliable)Safety (by maintaining auditable systems)Accounting (by ensuring billing and payroll data is clean)This role DOES NOT:Approve pricing, contracts, payroll, or invoicesDispatch crewsCreate safety policySell work