Project Coordinator

Project Coordinator

Unlimited Sprinkler Fire Protection

Location: Wylie, Texas
Work Arrangement: In-Person
Employment Type: Full-Time

About Us
Unlimited Sprinkler Fire Protection is committed to delivering quality work, building lasting customer relationships, and maintaining a reputation built on trust, integrity, and professionalism. We believe our success comes from our people, our commitment to doing the right thing, and our dedication to continuous improvement.

We are seeking a detail-oriented, organized, and proactive Project Coordinator to join our team in Wylie, Texas. This office is small but very busy and requires someone who can multi-task and switch gears as the jobs flow. This individual will play an important role in supporting construction projects from contract award through final closeout, ensuring project documentation, financial administration, contractual requirements, and deadlines are managed accurately and efficiently.

The ideal candidate is a self-starter who takes ownership of their work, communicates effectively, thinks critically, and takes pride in delivering quality results. We are looking for someone who aligns with our core values and wants to contribute to a supportive, accountable, and achievement-driven team.

Position Summary
The Project Coordinator provides administrative and project support to ensure construction projects progress smoothly and are properly documented from start to finish. Responsibilities include maintaining job folders, entering Schedules of Values (SOVs), tracking budgets and billings, organizing contracts and legal correspondence, managing warranty documentation, coordinating job closeout, and utilizing Levelset for applicable project workflows.

This position requires strong organizational skills, attention to detail, financial and contractual awareness, and the ability to coordinate multiple priorities while maintaining professionalism and accountability.

Key Responsibilities

Project Administration & Documentation

• Create, organize, and maintain project folders and records throughout the project lifecycle.
• Ensure project documentation is complete, accurate, current, and easily accessible.
• Maintain contracts, correspondence, budgets, billing documents, change orders, and other project records.
• Track project milestones, deadlines, outstanding items, and required documentation.
• Coordinate communication among project managers, accounting, subcontractors, vendors, customers, and other stakeholders.
• Maintain organized electronic filing systems and follow established company procedures.Administration & Billing
• Prepare, organize, review for completeness, and track Schedules of Values (SOVs).
• Assist with project budget tracking and maintain accurate financial documentation.
• Coordinate monthly billings, pay applications, invoices, and supporting documentation.
• Monitor billing schedules and follow up on missing information, approvals, and outstanding items.
• Assist with tracking change orders, contract adjustments, and other project-related financial updates.
• Work with project managers and accounting to support timely and accurate billing processes.
• Utilize Levelset for applicable project administration, lien waiver management, notice tracking, payment documentation, and related workflows.

Contracts & Legal Correspondence

• Assist with organizing, preparing, and tracking contracts, amendments, change orders, and required signatures.
• Maintain accurate contract records and related project documentation.
• Prepare and coordinate professional project and legal correspondence under established procedures and management or legal counsel direction.
• Track contractual deadlines, notices, responses, and required follow-up.
• Escalate contract questions, disputes, and time-sensitive legal matters to the appropriate personnel.

Job Closeout & Warranty Administration

• Coordinate job closeout activities and maintain project closeout checklists.
• Collect, organize, and track required closeout documentation.
• Coordinate warranty letters and maintain warranty records.
• Follow up with project teams, subcontractors, vendors, and customers to obtain outstanding documentation.
• Help ensure required deliverables are completed and submitted before project closure.

Required Qualifications

• Two to three years of experience in project coordination, construction administration, project accounting support, or a related field preferred.
• Familiarity with construction contracts, project documentation, billing processes, and job closeout procedures.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and competing deadlines effectively.
• Strong follow-through, accountability, and problem-solving skills.

Preferred Skills & Experience

• Experience with Levelset or similar construction payment, lien waiver, or compliance management platforms.
• Experience coordinating warranty letters, closeout packages, and contract documentation.
• Familiarity with construction billing requirements, change orders, subcontractor documentation, and project budgets.
• Experience tracking contractual deadlines and coordinating formal correspondence.
• Strong spreadsheet and recordkeeping skills.
• Ability to anticipate project needs, ask thoughtful questions, identify potential issues, and take initiative.
• Willingness to learn, accept feedback, and continuously improve.

Our Core Values

At Unlimited Sprinkler Fire Protection, our core values guide how we work, how we treat people, and how we build lasting relationships. We want team members who demonstrate these values in their daily decisions and actions.

1. Understand the Value of Reputation

• Being trustworthy, honest, and demonstrating integrity.
• Building long-term customer relationships through consistent service and follow-through.
• Prioritizing quality over quantity.

2. Team Player

• Take responsibility for their actions, assignments, and results.
• Hold themselves accountable and demonstrate a hunger for achievement.
• Think critically, ask questions, and approach challenges with curiosity.
• Remain open to feedback and use it as an opportunity to grow.

3. Employee Support

• Supports individual strengths, abilities, and creativity.
• Encourages employees to share ideas and contribute meaningfully.
• Provides opportunities for professional growth and development.

4. Humbly Confident

• Conduct themselves professionally in all situations.
• Treat customers, coworkers, vendors, and partners with respect.
• Demonstrate leadership through actions, accountability, and example.
• Approach challenges with a positive attitude and a willingness to work collaboratively.

Compensation & Benefits

Unlimited Sprinkler Fire Protection values its employees and offers a benefits package designed to support their well-being and work-life balance.

Our benefits include:

• Paid Time Off (PTO) & Paid holidays
• Medical, dental & vision insurance
• Additional benefits and offerings

Additional compensation details and benefit eligibility will be discussed during the hiring process.

What Success Looks Like in This Role

A successful Project Coordinator at Unlimited Sprinkler Fire Protection:

• Keeps project files and documentation accurate, complete, and organized.
• Supports timely and accurate billing and budget administration.
• Follows through on commitments, deadlines, and outstanding requests.
• Communicates clearly and professionally with internal and external stakeholders.
• Identifies issues early and takes initiative to help resolve them.
• Demonstrates integrity, accountability, attention to detail, and a commitment to quality.
• Contributes positively to a collaborative team environment.
• Embraces feedback, continuous learning, and professional growth.

Unlimited Sprinkler Fire Protection is an equal opportunity employer. Employment decisions are made in accordance with applicable federal, state, and local laws.

• Join a team that values integrity, quality, accountability, professional growth, and lasting relationships. We look forward to hearing from you!

Pay: $30.00 - $35.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person