JOB SUMMARY:

The Project Coordinator supports project operations by coordinating schedules, tracking project documentation, and assisting with daily jobsite logistics. This role also manages dispatch functions for a designated branch area, ensuring crews, equipment, and resources are scheduled efficiently to meet project and customer needs. The position serves as a key point of communication between field crews, project managers, and customers.

RESPONSIBILITIES AND DUTIES:

- Assist Project Managers with project coordination and administrative tasks
- Track and maintain project documentation, including schedules, work orders, and job files
- Support processing of RFIs, submittals, and change orders (as applicable)
- Involvement in preparing quotes and 3-D lift plans
- Ensure timely completion of quotes with detailed organization of bid documents and attachments
- Ensure all job site information, rigging requirements, setup details are noted on the job from Field Estimators. Attach files to job and lift plans when applicable
- Monitor project progress and provide updates to management
- Assist with job cost tracking, billing support, and data entry
- Review invoices for approval
- Review job specific company purchase orders
- Maintain organized and accurate project records
- Coordinate daily and weekly schedules for field crews and equipment
- Dispatch crews to jobsites based on project needs and priorities
- Communicate schedule changes and updates to field staff in a timely manner
- Track crew locations, job status, and completion timelines
- Ensure efficient utilization of labor and equipment
- Review and approve daily timecards prior to Payroll Processing
- Serve as a liaison between field crews, customers, and internal teams
- Respond to customer inquiries regarding scheduling and job status
- Communicate delays, issues, or changes to appropriate stakeholders
- Support branch operations with general administrative duties
- Other duties as assigned by management

QUALIFICATIONS AND SKILLS:

- Associate’s degree or 2+ years of equivalent work experience in Construction and/or Equipment, Trucking leasing/rental field, dispatching or project coordination.
- Excellent verbal and written communication skills.
- Ability to prioritize and manage changing schedules
- Construction or equipment rental experience strongly preferred.
- Ability to work independently and as part of a team.
- Experience in a diverse work environment; ability to connect with key decision makers as well as field operation contacts.
- Proficient in using MS Office Suite.
- Excellent organizational skills, attention to detail and problem solving skill set

PHYSICAL DEMANDS:

- While performing the duties of this job, the employee is required to sit, stand, walk, stoop or crouch.
- Work environment is well light, air conditioned/heated office environment.
- Primarily office-based with occasional jobsite interaction.
- This position is based in the Topeka branch office and supports field operations. The role requires frequent communication with field personnel and may involve a fast-paced, deadline-driven environment.

GENERAL DUTIES and EXPECTATIONS:

Adhere to Company Code of Conduct/Ethics and Core Values.
Ability to multi-task, prioritize and manage time effectively in daily & weekly work schedules to meet deadlines and commitments.
Contribute to the professional culture within the office and company overall.
Ensure security of information in all matters pertaining to company, client, and customer information.
Support the efforts of senior management and sales staff by maintaining a business network of contacts and clients.
- 40-hours work week in pursuit of company objectives.