Project Coordinator

Project Coordinator (Construction / Project Support)

Location: Hendersonville, TN | Full-Time

About the Role

We are seeking a highly organized Project Coordinator with strong attention to detail to support Project Managers and field teams across active construction projects in Hendersonville, Tennessee. This role is critical to project execution and focuses on coordination, documentation, purchasing, equipment logistics, reporting, and closeout support.

The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced construction environment where accuracy and follow-through are essential.

Key Responsibilities

Project Setup & Mobilization

• Prepare all up-and-coming job folders and project documentation with a high level of accuracy

• Assist Project Managers with project mobilization and demobilization activities

Purchasing & Vendor Coordination

• Obtain a minimum of three vendor quotes for equipment rentals and jobsite services

• Create, distribute, and manage purchase orders (POs), ensuring accuracy and proper documentation

• Maintain and reconcile PO logs with eCMS committed cost reports

• Collect and track expense and Comdata receipts and reconcile all costs accurately

Equipment & Rental Management

• Build and maintain the equipment schedule (“Equipment Bible”) with precise tracking

• Coordinate delivery and pickup of rental equipment through vendors and online portals

• Prepare individual equipment rental POs (one PO per rental item, per vendor contract)

• Maintain detailed equipment rental logs, ensuring data accuracy and completeness

Submittals & Documentation

• Assist with the submittals process, tracking all documents through completion

• Maintain accurate and up-to-date submittal logs throughout the project lifecycle

Project Closeout Support

• Assist with collecting and organizing closeout documentation, ensuring completeness and compliance

• Prepare startup and turnover documentation for Superintendents and customers

Reporting & Financial Support

• Assist in preparing monthly project status reports, reviewing cost data for accuracy

• Reconcile cost reports and resolve open or outstanding items

Subcontracts & Labor Tracking

• Support drafting and processing subcontracts with attention to detail

• Maintain accurate daily and weekly labor timesheets and logs

Procore & Systems Management

• Manage Procore workforce planning data, ensuring personnel records, certifications, and training information are current and accurate

Additional Support

• Assist with meetings, drawing distribution, safety documentation, and project preparation tasks

Required Skills & Qualifications

• Experience in construction project coordination or administrative support

• Strong attention to detail and accuracy, especially with documentation, purchasing, and cost tracking

• Excellent organizational and time-management skills

• Ability to manage multiple projects and deadlines simultaneously

• Strong written and verbal communication skills

• Experience with Procore or similar construction management software preferred