Project Coordinator

POSITION SUMMARY

Smith & Oby is seeking a detail-oriented and organized Project Coordinator to support our project management team in Walton Hills, Ohio. In this role, you will work closely with Project Managers, Senior Project Managers, the Finance Department, the Service Department, and the management team to facilitate administrative and operational functions. The Project Coordinator plays a vital role in keeping projects compliant, on schedule, and well-documented from setup through final closeout.

KEY RESPONSIBILITIES

Compliance & Risk Documentation

• Obtain supplier and subcontractor monthly lien waivers as requested
• Collect, track, and maintain Certificates of Insurance (COIs) for subcontractors and suppliers
• Obtain and manage bonds as required by project contracts

Project Setup & Administration

• Assist with project setup including notices of furnishings, permit applications, and related documentation
• Assist with CM (Construction Manager) prequalification's, including assembling required documentation and submittals
• Assist with assembling project presentations for internal and external stakeholders
• Collaborate with the Finance Department on billing, invoicing, and payment documentation
• Coordinate with the Service Department to support project-related service needs

Project Financial Support

• Assist Project Managers with preparation and processing of monthly pay applications
• Support tracking of project costs, billings, and subcontractor payment documentation

Project Closeout

• Assist with project closeout including compilation of O&M manuals, warranty documentation, user training coordination, and as-built drawings
• Ensure all closeout deliverables are organized, complete, and submitted per contract requirements

QUALIFICATIONS

• 1–3 years of experience in construction, project administration, or a related field preferred
• Familiarity with construction documentation, lien waivers, COIs, and bonding processes a plus
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); experience with project management software (e.g., Procore, Viewpoint) a plus
• Positive, professional demeanor with a team-oriented attitude
• Associate or bachelor's degree in construction management, business, or a related field preferred; equivalent work experience will be considered

WORK ENVIRONMENT

• Office-based role in Walton Hills, OH with occasional site visits to project locations
• Collaborative and fast-paced environment requiring flexibility and adaptability