Project Coordinator

Job Description Summary

Double Eagle Builders builds high-end custom and spec homes in the Loch Lloyd community. We are seeking an organized, proactive Project Coordinator to manage selections, pricing, approvals, purchasing, and project documentation across multiple projects.

The Project Coordinator works closely with Project Managers, homeowners, designers, vendors, and subcontractors. The Project Coordinator owns coordination and follow-through, while Project Managers provide field verification, technical direction, and decisions affecting project scope, budget, and schedule.

Job Description

Responsibilities

Selections & Change Orders

• Coordinate selection meetings and appointments with homeowners, designers, and vendors.
• Maintain selection trackers with current status, deadlines, next steps, and responsible parties.
• Gather complete selection information, including specifications, finishes, quantities, and relevant drawings.
• Obtain pricing, compare it against project budgets, and prepare clear cost comparisons for the PM to review with homeowners.
• Prepare change orders in Buildertrend for PM review and track homeowner approvals. Follow up on missing information and outstanding decisions, escalating potential cost or schedule impacts early.

Purchasing & Deliveries

• Coordinate required field measurements and technical confirmation with the PM before releasing orders.
• Place authorized orders and verify vendor confirmations against approved selections.
• Confirm lead times, track deliveries, and address discrepancies with vendors and the PM. Ensure approved selections and installation information are available to the PM and appropriate trades.

Preconstruction & Bid Support

• Request bids using project plans, specifications, and scope information.
• Compare proposals, identify exclusions or missing scope, and obtain clarifications.
• Prepare bid comparisons for the PM or Director of Construction. Set up new projects in Buildertrend and organize project documentation.

Project Administration

• Document meeting decisions and action items with owners and deadlines, and follow up on outstanding commitments.
• Prepare monthly draw review materials using Buildertrend data and forecasts provided by the PM.
• Maintain accurate project records in Buildertrend and SharePoint. Track subcontractor insurance certificates and required documentation.

Warranty Coordination

• Receive and track homeowner warranty requests in Buildertrend.
• Coordinate coverage review with the PM or warranty lead, then communicate next steps and scheduling to homeowners.
• Schedule approved work with homeowners and subcontractors, and follow up through completion. Arrange warranty walkthroughs and maintain records of open and completed items.

What Success Looks Like

• Homeowners and designers know what decisions are coming and when they’re due.
• Pricing, approvals, and orders are complete and accurate.
• Project Managers have current information they can use in the field. Problems are raised early, with clear next steps.

Qualifications

• Two or more years of experience in construction coordination, purchasing, estimating support, supplier inside sales, or design/vendor project coordination.
• Custom residential construction or remodeling experience preferred.
• Ability to read residential plans and understand construction sequencing, product lead times, and how selections affect field work.
• Strong organizational skills and the ability to manage priorities across multiple projects.
• Professional communication with homeowners, designers, vendors, and subcontractors.
• Attention to detail when reviewing pricing, specifications, quantities, and order confirmations.
• Proficiency in Microsoft Office. Buildertrend or similar construction software experience preferred; training provided. Ability to work independently, follow through on commitments, and identify when additional direction is needed.

Benefits

We offer a comprehensive benefits package, including medical, dental, and vision insurance, paid time off (PTO), and 401(k) retirement plan.