Job Description

Role: Project Coordinator – Commercial Sales Division

Department: Commercial Sales Division

Reports To: VP – Commercial Architectural Sales

FLSA Status: Exempt

Schedule: Full-Time, On-site

Compensation: 80-90k per year, depending on skills and experience

POSITION OVERVIEW

We are seeking a Project Coordinator to support our Commercial Division based in Boston, MA. This role is responsible for coordinating projects from contract through production, delivery, and closeout—ensuring alignment between sales, technical teams, customers, and manufacturing.

The Project Coordinator plays a central role in maintaining project visibility, tracking progress, and ensuring that scope, schedule, and documentation remain aligned throughout the lifecycle.

This is a hands-on, detail-oriented position within a fast-paced commercial construction and manufacturing environment.

KEY RESPONSIBILITIES

PROJECT COORDINATION

• Coordinate commercial projects from contract through closeout

• Track project milestones, schedules, and deliverables

• Maintain consistent communication across internal teams and external stakeholders

SHOP DRAWINGS & TECHNICAL COORDINATION

• Gather and organize project inputs including specifications, drawings, CAD files, and schedules

• Coordinate with internal technical teams on shop drawing development

• Interface with architectural teams to confirm design intent and basis-of-design alignment

• Track shop drawing progress, revisions, and approvals

• Maintain document control and version accuracy

SUBMITTALS & APPROVALS

• Manage submittals and track approval status

• Identify potential delays and communicate schedule impacts

• Ensure approved documents align with downstream processes 

PRODUCTION RELEASE & ORDER COORDINATION

• Reconcile approved shop drawings with order entry in Paradigm (manufacturing integration platform)

• Ensure alignment between approved scope, quantities, and contract value

• Track production releases and coordinate with manufacturing

• Identify and communicate long-lead items

CLOSEOUT

• Manage project closeout documentation including warranties and as-builts

• Ensure all contractual deliverables are completed 

CONTRACT & CHANGE MANAGEMENT

• Track contracts, revisions, and project documentation

• Evaluate scope changes and coordinate next steps (change orders or service/warranty)

• Ensure all changes are documented, approved, and aligned with project scope and billing

BILLING & FINANCIAL COORDINATION

• Support AIA billing and schedules of values

• Coordinate billing submissions through Procore (construction management platform)

• Align invoicing with contractor billing cycles

• Coordinate transfer of title documentation to support billing

• Manage lien waivers, insurance documentation (COIs), and compliance requirements

SCHEDULING & ISSUE TRACKING

• Maintain project timelines and track key milestones

• Identify and communicate schedule impacts

• Track and follow up on open issues to resolution 

LOGISTICS & DELIVERY COORDINATION

• Coordinate jobsite deliveries with manufacturing, carriers, and customers

• Track delivery schedules and communicate updates

• Monitor and document delivery issues (shortages, damages, remakes) 

SYSTEMS & DATA MANAGEMENT

• Utilize Microsoft Excel for tracking and reporting

• Maintain project visibility and pipeline updates in Salesforce

• Ensure consistency and accuracy across systems

QUALIFICATIONS

• 3–7+ years of experience in construction, manufacturing, or commercial project coordination

• Experience with CRM systems (Salesforce preferred)

• Experience with shop drawings, submittals, and construction documentation

• Familiarity with AIA billing and construction billing processes

• Experience with Procore or similar construction management platforms preferred

• Strong proficiency in Microsoft Excel

• Experience with order/configuration systems (Paradigm or similar) is a plus

• Strong organizational and communication skills

• Ability to manage multiple projects simultaneously

• Detail-oriented with a proactive, problem-solving mindset

WHAT SUCCESS LOOKS LIKE

• Projects Move from contract through production and delivery without delays or gaps
• Shop drawings, order entry, and contract scope remain aligned
• Billing is accurate and submitted on schedule
• Communication between teams and customers is clear and consistent
• Issues are identified early and resolved proactively
• Deliveries are coordinated and predictable

**THIS POSITION OFFERS THE OPPORTUNITY TO BE DIRECTLY INVOLVED IN THE EXECUTION OF COMPLEX COMMERCIAL CONSTRUCTION PROJECTS WITHIN A GROWING ORGANIZATION**

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