Project Coordinator

Project Coordinator – Interior Renovations

Night Owl National Contractors, Inc.

Reports to: Director of Interior Renovations

About the Position

Night Owl National Contractors, Inc. is seeking an organized, proactive Project Coordinator to support our interior renovation projects. This position works closely with project managers, field personnel, subcontractors, suppliers, and clients to keep project documentation, schedules, budgets, purchasing, and billing accurate and on track.

The ideal candidate is detail oriented, communicates clearly, and can manage multiple priorities while following projects from initial setup through final closeout.

Key Responsibilities

Project Setup and Planning

• Set up projects in JobTread, including directories, team roles, folders, and required documentation.
• Create and maintain project initiation and planning checklists.
• Coordinate project kickoff meetings with account managers and project managers.
• Coordinate with the home office to obtain executed contracts and document contract requirements.
• Confirm the project management team’s acceptance of the project plan and transition into production.

Contracts, Budgets, and Billing

• Maintain prime contract details, schedules of values, and payment application requirements.
• Enter and maintain project budgets based on approved estimates.
• Perform regular job costing reviews and identify discrepancies for review.
• Add budget templates as new units enter the schedule and verify the scope of work with the project manager or account manager.
• Review and submit project draws and invoices with the required supporting documentation.

Purchasing and Vendor Coordination

• Prepare and manage purchase orders and maintain subcontractor and supplier commitment details.
• Coordinate material orders based on lead times, project schedules, and jobsite storage capabilities.
• Work with project managers to ensure materials arrive before scheduled unit starts.
• Save order confirmations in JobTread and communicate delivery updates or delays.
• Review and approve subcontractor and supplier invoices for completed work and delivered materials.
• Track damaged or missing deliveries, credits, and backcharges.

Scheduling and Communication

• Assist with creating, uploading, and maintaining project schedules.
• Coordinate daily schedule updates with project managers and promptly communicate changes to affected parties.
• Help ensure subcontractors and suppliers have current scheduling information.
• Coordinate template and prewalk dates with project managers and trades, and confirm resident notifications with clients.
• Monitor weekly client status reports and communicate project updates to the project team.
• Identify schedule delays or other project concerns and escalate them promptly.

Change Orders

• Track and coordinate change orders from initial documentation through client approval.
• Obtain supporting information from project managers and assist with pricing.
• Create change orders in JobTread and distribute them to clients for signature.

Project Closeout

• Confirm signed unit completion forms are saved in JobTread before client invoices are issued.
• Complete client-specific closeout requirements.
• Perform budget-to-actual cost reviews.
• Document lessons learned, coordinate project closeout meetings, and archive project records.

Required Qualifications

• At least two years of administrative experience.
• Proficiency in Microsoft Word and Excel.
• Proficiency in project or job management software, such as JobTread, Smartsheet, or similar platforms.
• Strong organizational skills, attention to detail, and follow-through.
• Clear written and verbal communication skills.
• Ability to manage competing deadlines and coordinate effectively with office and field teams.
• Experience in multifamily construction, particularly interior renovations.
• Familiarity with construction budgets, purchase orders, subcontractor invoices, project billing, and change orders.

Preferred Qualifications

• College degree.

Apply

If you enjoy keeping projects organized and working with a team to move work forward, we encourage you to apply. Please submit your resume for consideration.

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Be able to clear a Background check

Experience:

• Multifamily construction: 2 years (Required)
• Project coordination: 2 years (Required)
• project management Software: 1 year (Required)
• Construction administrative: 1 year (Required)

License/Certification:

• Drivers License (Required)

Work Location: In person