Project Services Coordinator

Why Join Foundation Repair of California?

At Foundation Repair of California, you’ll be part of a team that works together to keep projects moving and deliver quality results for our customers. We value teamwork, accountability, communication, and people who are ready to jump in and make an impact.

Foundation Repair of California is an Equal Opportunity Employer.

About the Role

The Project Services Coordinator supports the operational execution of projects from post-sale through completion. This role is responsible for coordinating project schedules, inspections, documentation, change orders, collections, and project closeout activities while ensuring information is accurately communicated across departments.

The Project Services Coordinator works closely with Operations, Production, Sales, customers, municipalities, engineering partners, and other stakeholders to identify outstanding project requirements, resolve administrative or scheduling barriers, and keep projects progressing toward completion.

Success in this role requires strong organization, follow-through, attention to detail, and the ability to manage multiple projects and operational priorities in a fast-paced environment.

Key Responsibilities

1. Project Coordination & Workflow Management

• Coordinate assigned projects from post-sale through project completion.
• Monitor project status and identify outstanding requirements, documentation, scheduling needs, or other items that could impact project progression.
• Maintain accurate and current project information within company systems.
• Coordinate activities and information between Operations, Production, Sales, and other internal teams.
• Proactively follow up on outstanding project items to minimize delays.
• Escalate operational issues or project barriers to the appropriate team or leader.
• Track projects through completion and ensure required administrative activities are finalized.

2. Production Scheduling

• Coordinate and schedule production installations based on project readiness, crew capacity, and operational priorities.
• Ensure necessary project information and documentation are available before scheduled installation.
• Coordinate scheduling requirements between Production, Operations, and other applicable departments.
• Respond promptly to cancellations, delays, or changes in production schedules.
• Rebook projects as appropriate to maximize available production capacity.
• Optimize scheduling to support weekly production and company revenue goals.
• Maintain accurate scheduling information within company systems.

3. Inspection Coordination

• Coordinate and schedule final inspections.
• Confirm required documentation is available prior to inspection.
• Monitor inspection status and outcomes.
• Coordinate the resolution of deficiencies identified during inspections.
• Schedule re-inspections when necessary.
• Track outstanding inspection requirements through completion.
• Maintain accurate inspection documentation and records.

4. Project Documentation & Change Management

• Maintain complete and accurate project documentation throughout the project lifecycle.
• Complete required paperwork, data entry, correspondence, and system updates according to company standards.
• Submit and track change orders and project revisions with municipalities and engineering partners.
• Monitor outstanding documentation and follow up with appropriate parties.
• Ensure project changes and revisions are communicated to impacted internal teams.
• Maintain organized records of project activities, changes, and supporting documentation.

5. Collections & Financial Coordination

• Monitor outstanding receivables associated with current and completed projects.
• Initiate follow-up regarding outstanding customer balances.
• Maintain accurate documentation of collection activities.
• Coordinate with appropriate internal departments to resolve payment discrepancies or outstanding balances.
• Work professionally with customers when payment information or action is required.
• Support timely financial closeout of completed projects.

6. Pre-Lien & Lien Administration

• Prepare and issue pre-lien notices when required.
• Track applicable deadlines and supporting documentation.
• File liens when necessary and in accordance with established company procedures.
• Maintain accurate records of pre-lien and lien activities.
• Coordinate required information with appropriate internal stakeholders.

7. Project Closeout

• Monitor projects approaching completion and identify outstanding operational requirements.
• Confirm applicable inspections, documentation, project revisions, and financial requirements have been addressed.
• Follow up on incomplete items that prevent a project from being finalized.
• Coordinate with internal teams to resolve outstanding project issues.
• Ensure project records are complete and accurately updated before closeout.

8. Operational & Cross-Departmental Support

• Partner with Operations, Production, Sales, and other departments to support efficient project execution.
• Provide project status updates and communicate operational concerns to appropriate stakeholders.
• Assist with departmental coverage when needed.
• Support operational projects and administrative initiatives as assigned.
• Adapt to changing priorities, project volumes, and business needs.
• Identify workflow issues and communicate opportunities for improved coordination or efficiency.

9. Project Communication

• Provide customers with necessary updates regarding scheduling, inspections, outstanding requirements, and project progression.
• Maintain proactive communication at appropriate stages of the project lifecycle.
• Ensure customers receive clear information regarding actions required to keep projects moving.
• Escalate concerns or issues requiring additional operational support.
• Maintain accurate records of relevant project communications.

Position Expectations

The Project Services Coordinator is expected to:

• Maintain organized, accurate, and current project records.
• Demonstrate strong ownership and follow-through on assigned projects.
• Effectively manage multiple projects, deadlines, and competing operational priorities.
• Proactively identify outstanding requirements and potential project delays.
• Communicate effectively across departments.
• Meet established scheduling, inspection, documentation, collection, and project deadlines.
• Maintain strong attention to detail and accuracy.
• Adapt to changing operational priorities and workload demands.
• Demonstrate reliability, accountability, teamwork, and professionalism.
• Comply with company policies, procedures, and established processes.
• Maintain regular and reliable attendance.
• Uphold the company's purpose, mission, and values.

What We’re Looking For

• High school diploma or GED preferred.
• One or more years of experience in project coordination, operations support, construction administration, scheduling, customer service, or a related environment preferred.
• Strong organizational and time-management skills.
• Ability to coordinate multiple projects and priorities simultaneously.
• Strong attention to detail and ability to perform accurate data entry.
• Strong problem-solving and follow-through skills.
• Effective written and verbal communication skills.
• Ability to work collaboratively across multiple departments.
• Proficiency in using a personal computer and related software applications.
• Ability to learn and effectively utilize company project and operational systems.
• Ability to detect and recognize information in written materials and on a computer screen 75–100% of the time.
• Ability to understand, speak, read, and write in English.

What we Offer:

• Competitive Pay: $23.00–$30.00 per hour, based on experience, skills, and qualifications
• Full-Time Employment: Consistent work schedule in a stable and growing organization
• Medical Benefits: Health insurance options available to eligible employees
• Paid Time Off: Vacation and sick time to support work-life balance
• Paid Holidays
• Career Growth
• Training & Development
• Collaborative Team Environment
• Meaningful Work

Pay: $23.00 - $30.00 per hour

Expected hours: 40.0 – 50.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Paid time off
• Referral program
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Language:

• English (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Livermore, CA 94551 (Required)

Work Location: In person