Project Coordinator

Position Title: Project Coordinator
Department: Project Management / Operations
Reports To: Vice President
Company: Associated Tank Constructors
FLSA Status: Non-Exempt
Employment Type: At-Will
Location: Temecula, California
Schedule: Monday–Thursday, 6:30 a.m. – 5:00 p.m. (4/10-hour shifts)

Job Summary

The Project Coordinator performs a variety of administrative and coordination duties to support the Project Management Department. This position serves as a key liaison between the office, field teams, clients, and vendors—ensuring that project documentation, communication, and scheduling are accurate, timely, and compliant with company standards.

Supervisory Responsibilities

• None.

Essential Duties and Responsibilities

• Perform administrative duties including typing, filing, data entry, and completion of forms for upper management and Project Managers.
• Operate office equipment such as copiers, scanners, phone systems, and personal computers.
• Serve as the primary coordinator and assistant for Project Managers on active projects.
• Answer phones, direct calls, and relay accurate messages promptly.
• Copy, sort, and file project records, forms, and documents related to business transactions and project scopes.
• Prepare letters, memos, proposals, forms, and reports according to written or verbal instructions.
• Maintain both manual and electronic filing systems.
• Manage calendars and schedule appointments, meetings, and project calls.
• Act as a liaison between the company, customers, vendors, and subcontractors.
• Address project-related questions, concerns, or complaints and escalate as needed.
• Solicit and coordinate subcontractor, vendor, and supplier deliverables, pricing, and activities.
• Prepare contracts, proposals, and purchase orders in conjunction with vendor quotations and project scopes of work.
• Generate, manage, and track project submittals and Requests for Information (RFIs) through to final acceptance.
• Assist with maintaining project schedules, documentation, and reporting for management review.
• Perform other related duties as assigned by upper management or Project Managers.

Required Skills and Abilities

• Ability to type at least 45 words per minute.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Proven ability to meet deadlines and manage multiple priorities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and related software.
• Strong understanding of—or ability to quickly learn—construction project processes and terminology.
• Ability to read and comprehend contracts, construction drawings, and specifications.
• Adaptable and capable of multitasking in a fast-paced environment.

Education and Experience

• High school diploma or equivalent required.
• Construction or field coordination experience preferred.
• Experience with project scheduling software preferred.
• Contract and document management experience preferred.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds occasionally.

Benefits

• 401(k) Retirement Plan
• Medical, Dental, and Vision Insurance
• Life Insurance
• Paid Time Off (PTO)
• Paid Holidays
• Aflac Supplemental Insurance

Schedule

Monday – Thursday (4/10-hour workdays)

Work Location

This position is on-site and not eligible for remote work.
Office Location: Temecula, California

AAP/EEO Statement

Associated Tank Constructors is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status, disability, or any other protected characteristic under applicable law.
EOE/AA – M/F/Vet/Disability

Compensation

Pay Range: $41,600.00 – $60,000.00 annually (non-exempt; eligible for overtime)

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.