Project Coordinator

Position Summary

Aquality Construction is seeking an organized, communicative, and proactive Project Coordinator (PC) to be the primary client-facing coordinator who guides customers through the company's full process — from initial sales contact through design, pre-construction, build, and a clean handover to Maintenance.

The PC is the conduit for coordination, clarity, and follow-up — not the technical decision-maker. Sales, the Designer, the Construction Manager, and Superintendents each own and approve the technical, financial, and schedule decisions within their phase; the PC keeps the project, the client, and every department on the same page and moving forward.

Core Responsibilities

1. Client Communication Concierge

• Serve as the consistent point of contact for client questions and updates across Sales, Design, and Construction.
• Provide quick, accurate responses; document critical decisions in writing when needed.
• Triage inbound requests and route them to the correct internal owner — Sales, Designer, Construction Manager, or Superintendent.
• Reduce client confusion by summarizing decisions, next steps, and owners after key touchpoints.

2. Process Enforcement and Handoff Discipline

• Keep projects aligned to the company's roadmap and phase gates; prevent skipped steps.
• Track what phase each project is in and what prerequisites must be complete before it advances.
• Push internal teams to follow the plan — professionally and persistently.

3. Task and Follow-Up Management (Open-Loop Ownership)

• Capture meeting and call notes: decisions, open questions, owners, and due dates.
• Maintain an “open loops” list across client questions, internal approvals, selections, and vendor confirmations.
• Run a weekly sweep of overdue items and escalate risks before they become delays.

4. Change Orders and RFIs (Process Owner)

• Own the CO/RFI workflow and documentation mechanics; phase owners approve scope accuracy, pricing, schedule impact, and client-facing language.
• Identify and log potential CO/RFI triggers; draft documents on company templates, attaching photos, sketches, emails, and notes as needed.
• Route drafts to the appropriate phase owner for approval, send to the client, track responses, and obtain signatures.
• Maintain the CO/RFI log: Drafting → Internal Review → Sent → Client Questions → Approved → Executed/Filed.

5. JobTread and Gmail Hub Ownership

• Use Gmail and JobTread as the primary tools for communication and documentation.
• Ensure key decisions, approvals, and files are stored in the correct JobTread location.
• Maintain clean client records: contacts, meeting notes, selections status, milestone dates, the CO/RFI log, permit milestones, and the closeout checklist.
• Enforce a single-source-of-truth standard and fix gaps quickly.

6. Cross-Department Handoffs (Sales → Design → Build → Maintenance)

• Package and transfer complete handoff information at each phase transition.
• Confirm the next phase owner has what they need — drawings, notes, approvals, constraints, client priorities.
• Coordinate a clean handover to the Maintenance onboarding process at project closeout.

Process Overview — Quick Reference

• Sales: capture project basics and goals, document in JobTread, confirm next steps.
• Design Development: track RFIs, approvals, and change orders through the phase gate.
• Pre-Construction / Permitting: track permit status, missing documents, and client-dependent items.
• Construction Execution: client updates, open-loop management, and the CO/RFI workflow end-to-end.
• Closeout / Handover: punch-list follow-through and a clean handoff to Maintenance.

Growth Ladder — Quick Reference

• Month 0–2 — Shadow + Support: attend meetings, capture notes and recaps, own CO/RFI tracking mechanics.
• Month 2–6 — Co-Manage: draft and send most client and CO/RFI communications with quick phase-owner approval; flag risks proactively.
• 6+ Months — Self-Manage: run the follow-up process independently and enforce phase gates as the process leader.

Qualifications

Required Skills and Experience

• Strong, clear written and verbal communication skills.
• Excellent organizational skills, with the ability to track multiple open items, due dates, and owners across several active projects at once.
• Comfortable with Gmail and able to learn JobTread, or similar construction/project management software, as the primary system of record.
• Ability to prioritize and manage competing deadlines without letting items drop.
• Professional, persistent follow-up style — comfortable pushing internal teams and clients toward a decision.
• Ability to maintain confidentiality and exercise good judgment with client and project information.

Preferred Qualifications

• Previous experience as a project coordinator, project administrator, or in a similar role, ideally in construction or home building.
• Experience with JobTread or similar construction project management software.
• Pool, spa, or related industry experience is preferred and may qualify for additional compensation.

Personal Characteristics

• Organized and detail-oriented.
• Resourceful and proactive — comfortable identifying and closing an open loop without being asked.
• Team-oriented with a positive, professional attitude.
• Adaptable when priorities and schedules shift.
• Comfortable communicating with clients, designers, construction staff, and vendors at all levels.

Benefits

• 401K Matching — 3%
• Paid Time Off — 88–128 hours, increasing with tenure.
• Paid Maternity/Paternity Leave — 40 hours (after 1 year)
• Annual Bonuses — Up to $3,000 + one week’s pay (Christmas & Summer), increasing with tenure
• Biannual Raises — Increase in hourly rate according to how much growth you’ve shown
• Medical Insurance — 50% matching
• Cafeteria Supplemental Insurance Plan
• On the third Friday of every other month the whole company shuts down, and everyone gets paid 8 hours to not work. This is our way of thanking our employees for their dedication and hard work.

Aquality Construction is an Equal Opportunity Employer.

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan

Work Location

On-site.

Pay: $25.00 - $30.00 per hour

Expected hours: 40.0 – 50.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance

Work Location: In person