Vaco has partnered with a client on the Northeast side of Indianapolis, IN to hire a construction Project Coordinator for a full time, direct hire opportunity.

The Project Coordinator oversees and performs various functions related to a project in support of the project manager. This will include job startups/closeouts, purchasing, accounts payable, accounts receivable and general assistance to the assigned Project Manager/s.

Essential Functions

Job Start Up/Pre-Qualifications/Job Closeout Documents

Maintain, organize, be informed of SharePoint regarding job folders.

Research vendors in area that work is to be performed

Create Project team list with names, addresses, phone numbers, e-mail addresses

Support the PM with all items the Superintendent/Foreman requires for the job

Support PM with all official field forms

Support with closing punch list.

General Assistance to PM as directed

Special projects—as required

Create/Maintain All Project O&M manuals

Follow-thru with weekly meeting with PM.

Literary review of documents and correspondence including project update reports, proposals, requests for information and miscellaneous.

Maintain heavy equipment/rentals on projects

WIP Documentation to the PM at end of month close

Support PM on WIP input.

Assist PMs in project coordination in daily tasks as requested such as permit pulling, meeting agendas, collection/organizing/analyzing daily logs,

Project photos are executed from start to finish.

Review project logs and execute on administrative actions.

Accounts Payable and Purchasing

Troubleshoot invoice issues from AP Specialist with PM for resolution

Vendor Maintenance and Relations

Obtain Vendor Certificates of Insurance

Field Purchasing

Quote material

Submit, create and maintain POs

Manage Project Subcontracts and Change Orders including being the liaison between vendor & InPwr.

Accounts Receivable

Maintain, verify and troubleshoot the following reports on a weekly basis:

Job Cost Status Summary

Aged Payables Report

PO Status Report

Job Overview

Change Requests for potential change orders

Understand, Organize, Maintain and/or Utilize the following:

Spectrum – financial software

Microsoft Outlook/Word/Excel

SharePoint

Vendor websites – rentals specifically

Adobe Acrobat

Competency: Knowledge, Skills and Abilities:

Previous experience working in project coordination, preferably in the construction field

Proficiency in office software and project management tools (e.g., Microsoft Office Suite).

Positive and “Can Do!” attitude, team player, and leader

Strong work ethic and commitment to excellence

Possess excellent interpersonal and communication skills

Exceptional organizational and time-management skills, with the ability to prioritize tasks and handle multiple projects simultaneously.

Strong communication skills, both written and verbal, with the ability to interact effectively with team members and stakeholders.

Attention to detail and accuracy in handling documentation and data.

Ability to work independently and collaboratively within a team environment.