Project Coordinator

Project Coordinator

Mindset & Attributes

As the Project Coordinator, you are the owner’s voice and strategic executor, bridging vision with real-world delivery. You lead alignment between teams, ensure decisions reflect business goals, and drive progress through proactive communication, collaboration, and documentation. Your influence shapes the success of every development.

• Bridge strategic vision with execution.
• Represent ownership in every meeting, milestone, and decision.
• Engage daily with GCs, architects, consultants, and municipalities.
• Drive communication, alignment, and accountability across teams.
• Document all agreements and actions to protect interests and outcomes.
• Guide design, construction, budget tracking, and closeout.
• Lead with clarity, influence, and problem solving at every phase.

Role Overview & Purpose

To thrive as a Project Coordinator at Finishes Solutions, it’s not enough to manage tasks, you must lead with intention. The role demands foresight, curiosity, and a partnership mindset. Success hinges on your ability to ask the right questions, anticipate challenges, and build trust through results, not just activity. Your value lies in caring about outcomes, thinking critically, and treating every stakeholder, internal or external, as part of the team.

• Ask the right questions and seek meaningful answers.
• Anticipate problems before they arise.
• Treat GCs, consultants, and officials as partners in what we do.
• Focus on results, not just activity.
• Always maintain an ownership perspective.
• Stay calm under pressure and lead with clarity.
• Communicate proactively and listen actively.

Responsibility by Project Phase

Design & Development

• Review Schematic Designs
• Participate in Value Engineering
• Approve DDs
• Authorize Permits

Weekly & monthly Deliverables

Weekly Deliverables

Each week, the General Contractor provides time-sensitive updates to keep all stakeholders aligned. These include progress reports outlining completed work, safety reports identifying on-site risks or incidents, meeting minutes capturing decisions and action items, and updated RFI and submittal logs. Reviewing these promptly allows you to catch issues early, reinforce accountability, and maintain project momentum.

• Progress reports summarizing completed work.           
• Safety reports covering incidents and inspections.
• Meeting minutes with decisions and next steps.          
• Submittal logs tracking material/shop drawing reviews.
• Safety reports covering incidents and inspections.

Monthly Deliverables

On a monthly basis, the General Contractor delivers more comprehensive reporting focused on financial and schedule tracking. This includes the updated pay application package, a summary of overall project progress, a detailed budget tracking sheet, and a change order log. These reports are essential for validating financial health, confirming billing accuracy, and ensuring all budget impacts are properly documented and approved.

• Pay application package (including SOV and backup).  
• Change order log with current statuses and impact.
• Project progress summary.                                                
• Updated budget tracking sheet.

Information to Receive from General Contractor

Design & Development:       DD Drawings, MEP Narratives, Permit Packages, Updated                                                                       Budget/Schedule.

Pre-Construction:                 Project Execution Plan, Site Analysis, Budget and Schedule                                                                  Estimates.

Construction:                        CDs, Mobilization Plan, Safety Reports, Quality and Control                                                                 Plan.

Financial Oversight:            Schedule of Values, Pay Apps, Contingency Logs, and Lein                                                                    Waivers.

Closeout & Turnover:           As-builts, O&M Manuals, Warranties, Training Sessions, CO                                                                  Documents.

Information to Provide General Contractor

Project Intent:                         Use Type, Goals, Delivery Date, Occupancy Expectations.

Space Requirements:            Square Foot Breakdown, Room Types, Parking, Special Areas.

Budget Constraints:              Total Budget, Cost Targets, Contingency and Expectations.

Schedule Milestones:            Groundbreaking, Completion, Phasing, Permit Deadlines.

Site Documentation:              ALTA Survey, Geotech, Environmental, Utilities, Zoning

Design Preferences:               Branding, Materials, Sustainability, Signage.

Legal and Regulatory:            Jurisdiction, Codes, Entitlements, HOA Guidelines.

Communication:                     Decision Hierarchy, Meeting Cadence, Preferred Tools.

Qualifications Tools & Systems

Project Management:           Smartsheet, Microsoft Project, Salesforce

Document Control:               SmartSheet, Dropbox, SharePoint

Budget Tracking:                  SmartSheet, Accounting Platforms, Draw Request Tools, Quickbooks

Communication:                   Email, Dialpad, Zoom, Teams, SmartSheets, Fireflies