Project Coordinator

PROJECT ADMINISTRATOR

About the Role

At Brooks & Freund, Project Administrators are the glue that holds every project together. From the first contract to the final warranty document, PAs connect the field, the Project Managers, the subcontractors, and the owners — making sure nothing slips through the cracks and everything runs smoothly.

This role demands someone who takes full ownership of project administration, communicates with precision and follow-through, and builds the reliable relationships that keep every project on track.

Key Responsibilities

Ownership

Field Setup

• Coordinate temporary power (T-pole in B&F name), permanent power setup in owner's name, and hydrant meter for temporary water.
• Arrange Premier Portables and Waste Management services for each project site.

Procore Administration

• Set up and maintain all project data in Procore: add superintendents and enable tracking, add subcontractors as needed, create project locations and distribution groups.

Document Control

• Manage and close out all project permits.
• Maintain current drawings in Procore at all times.
• Distribute answered RFIs and assist in linking them to drawings.
• Save NOCs, redact and file WOs, POs, and COs to the appropriate scope folders under the superintendent in Procore Documents.
• Manage the project contact list in Excel; send new Procore contacts to Becky in Contracts.
• Distribute the full project schedule (monthly, from PM) and 4-week look-ahead (weekly, from Super) to Procore Documents.
• Save aerial photos to the aerial album in the Procore Photos tool.
• Request, obtain, process, and manage all submittals.
• Create and maintain the selections and finishes log.

Closeout

• Build and manage the CO checklist spreadsheet, tracking all open inspections and conditions.
• Collect and compile all closeout documents — warranty letters, as-builts, and O&Ms — for owner turnover.

Communication

• Attend OAC meetings: assist in creating the agenda, distribute it in advance, take meeting minutes, and distribute through Procore.
• Participate in weekly internal project meetings.
• Update the Monday morning meeting report and project checklist with the PM weekly.
• Create and maintain printed contact lists from Excel for the Superintendent.

Relationships

• Serve as a consistent, reliable point of contact for the field team, Project Managers, subcontractors, and owners throughout the life of every project.
• Coordinate across departments and trades with professionalism and a collaborative attitude.
• Build trust through consistent follow-through.

What You Bring

• Strong organizational skills and exceptional attention to detail
• Proficiency in Procore and MS Office (Excel, Outlook, Word)
• Clear, professional written and verbal communication skills
• Ability to manage multiple priorities across multiple projects simultaneously
• A proactive, solutions-oriented mindset — you anticipate what's needed before being asked
• Construction industry experience preferred