Project Coordinator

Position Summary

We are looking for a highly organized, detail-focused Project Coordinator to help manage residential construction and renovation work. The role centers on procurement support, budget and expense monitoring, stakeholder communication, documentation control, and daily project coordination.

The right person will be self-directed, adaptable, and able to stay effective in a busy environment with several projects moving at once.

Key Responsibilities

Project Coordination

• Support the planning, coordination, and delivery of construction projects.
• Monitor project progress and follow up on pending items with contractors, consultants, suppliers, and internal teams.
• Keep schedules, trackers, logs, and project records current.
• Draft meeting summaries and maintain action-item follow-through.

Procurement & Vendor Management

• Identify and source materials, finishes, fixtures, and equipment from domestic and overseas suppliers.
• Collect quotations, review pricing, and prepare buying recommendations.
• Create purchase orders and monitor order progress.
• Coordinate deliveries and stay in touch with vendors about lead times and shipment timelines.
• Maintain procurement files and supplier information.

Budget Tracking & Cost Control

• Check invoices and confirm project-related charges.
• Update budget trackers and cost summaries.
• Watch committed costs, actual spending, and unpaid balances.
• Prepare monthly budget and expense reports for management.
• Help organize invoices and coordinate payments.

Administrative Support

• File and maintain project documents, drawings, specifications, and contracts.
• Assist with permits, warranty records, and compliance paperwork.
• Handle project correspondence and keep communication logs up to date.
• Support office tasks and special assignments as needed.

Additional Responsibilities

• Provide occasional administrative and coordination support to company leadership.
• Help with ad hoc research, scheduling, and logistics.
• Take on miscellaneous tasks that help keep the business running smoothly.

Qualifications

• At least 1 year of experience in project coordination, construction administration, procurement, or a similar area.
• Strong ability to stay organized and manage multiple tasks at once.
• Excellent written and spoken communication skills.
• Comfort using Microsoft Excel, Word, Outlook, and PDF tools.
• Hands-on experience with budget tracking and invoice handling.
• Ability to work on your own and balance several priorities.
• Background in residential construction, interior design, architecture, or development is an advantage.
• Mandarin Chinese language skills are an advantage.

Preferred Skills

• Understanding of construction drawings and specifications.
• Experience managing international purchasing and shipping.
• Knowledge of construction budgets and cost control.
• Ability to work effectively with contractors, consultants, and suppliers.