Project Coordinator/Contracts Administrator

DOE – Project Coordinator

Location: Smyrna, Tennessee

Company: Chitina Diversified Services / Chitina Support Services

Department: Accounting FLSA

Status: Non-Exempt Schedule: Full-Time | 40 hours per week, with occasional overtime

Work Arrangement: Smyrna Office / Hybrid Consideration

Wage Range: $70,000-$95,000

Position Overview

Chitina Diversified Services (CDS) and Chitina Support Services (CSS) are seeking a detail-oriented and highly organized Project Coordinator to support the administration and execution of federal construction and government contracting projects.

Based from our Smyrna, Tennessee office, this position serves as an important link between Project Management, Operations, Accounting, Compliance, Business Development, subcontractors, and field personnel. The successful candidate will help ensure project documentation, billing, subcontract administration, reporting, and other deliverables are completed accurately and in accordance with contractual and company requirements.

Key Responsibilities

• Provide administrative and operational support throughout project startup, execution, and closeout.
• Prepare and coordinate subcontract agreements and supporting documentation.
• Maintain subcontractor documentation, including COIs, certified payroll, W-9s, change orders, and related records.
• Track RFIs, submittals, daily logs, project deliverables, and contractual documentation.
• Assist with construction invoicing, payment applications, lien waivers, and federal agency billing requirements.
• Process and track subcontractor and vendor invoices.
• Assist with labor and resource scheduling across active projects.
• Coordinate travel and logistics for project personnel.
• Maintain accurate project information within accounting and project management systems.
• Coordinate with field operations, accounting, compliance, and executive management.
• Assist with bid opportunities, project startup activities, equipment/material quotes, and subcontractor due diligence.
• Prepare project status and work-in-process reporting for management.

Qualifications

• High school diploma or GED required; bachelor's degree in business, accounting, construction management, or related field preferred.
• Five or more years of project coordination experience in government contracting strongly preferred.
• Experience supporting federal contracts, including DOE, DOD, GSA, FAA, or similar agencies, preferred.
• Experience with federal construction invoicing and documentation requirements preferred.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with project management/accounting systems; Costpoint and Sage experience preferred.
• Strong organizational, communication, and time-management skills.
• Ability to interpret contracts, specifications, and construction-related documentation.
• Ability to obtain a government security clearance when required by the project.
• Pre-employment drug screening and physical required.

This posting is based on the Project Coordinator description, which specifically identifies the Smyrna/Nashville office, hybrid consideration, federal project administration, subcontracting, invoicing, Costpoint/Sage, and project-documentation responsibilities.