Project Coordinator

About The Position

The Project Coordinator at Ryan Hughes Design (RHD) is responsible for supporting the successful planning, coordination, and execution of projects throughout the Design and Pre- Construction phases. This position serves as a key liaison between Sales, Design, Estimating, Operations, and Construction, ensuring project information is accurate, organized, and communicated effectively. The Project Coordinator plays an integral role in maintaining project schedules, coordinating permitting and approvals, assisting with estimating and takeoffs, and preparing projects for a seamless transition into construction.

Essential Duties and Responsibilities

Participate in Project Turnover Meetings with Sales, Design, Estimating, and Construction to ensure a successful project handoff.
Maintain the accuracy, organization, and integrity of all project documentation throughout the Design and Pre-Construction process.
Coordinate project documentation and communication between internal departments to ensure alignment on scope, revisions, schedules, and client expectations.
Assist with quantity takeoffs, material takeoffs, and preliminary estimating for pools, hardscapes, structures, landscaping, and related site improvements.
Solicit and coordinate bids from qualified subcontractors and vendors; organize proposals and assist with bid comparisons.
Assist in preparing project budgets, estimate revisions, change order pricing, and value engineering options.
Coordinate Homeowners Association (HOA), Architectural Review Committee (ARC), and municipality submittals, ensuring complete and timely documentation for approvals.
Track permit status, inspection requirements, and jurisdictional approvals while maintaining communication with municipalities and private providers.
Monitor county inspection portals, ensure applicable fees are paid, and coordinate inspection scheduling with field personnel.
Coordinate design revisions and construction changes between the Construction Team and Project Designers to ensure current drawings accurately reflect field conditions.
Assist with procurement by coordinating material selections, vendor pricing, and long-lead item tracking.
Support project scheduling by monitoring key design and pre-construction milestones and proactively identifying potential delays.
Maintain project files and documentation within Procore and other company systems to ensure complete, organized, and accurate project records.
Assist in project closeout activities, including document archival, as-built documentation, warranty information, and final project records.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies

A strong sense of urgency and initiative
Able to complete tasks with minimal direction
Professional and competent communication skills
Detail-oriented and thorough
Organized
Upholding philosophy of Design-Build
Procore, Bluebeam, and Excel

Qualifications

A) Language/Communication Skills

Must possess excellent communication skills including oral, written and listening. These skills may be used when communicating with clients, coordinating projects, resolving conflict, attending meetings, training, developing relationships with vendors and subcontractors, or presenting information.

B) Knowledge and Skills Required

Ability to read, understand and interpret contract documents, drawings, specifications, and scopes of work.
Strong Research Skills demonstrating ability to conduct thorough, accurate, and efficient research using a variety of sources, including internal and external databases, industry publications, and online tools. Capable of presenting research findings clearly and effectively to supervisors.
Able to multi-task and handle competing priorities between RHD’s business needs and organizational issues while maintaining excellent customer relations.
Excellent organizational skills to manage the many details necessary for successful construction.
Must have judgment to know when to appropriately escalate issues up the chain of command.
Demonstrate continuous performance improvement in targeted areas of responsibility in alignment with the overall company strategy

C) Education Required

Associate’s Degree preferred

D) Experience Required

At least one to three years of administrative and/or operational experience, preferably in the construction industry

E) Working Environment

Ability to handle multiple tasks simultaneously and prioritize numerous tasks.
Daily computer usage is required for this position.

Physical Requirements

Position requires routine lifting, bending, pushing, pulling while handling basic office supplies and material deliveries up to 50 lbs. The employee is required to reach with hand and arms and may sit for long periods of time. Tolerance to prolonged exposure to a computer monitor and keyboard utilization is required. May require use of own vehicle to attend off-site meetings and trainings or events.

Problem-Solving

Anticipates problems in any areas or responsibility and presents solutions.
Demonstrates emotional intelligence and interpersonal skills, initiative, self-motivation, practical learning skills, enthusiasm and an ability to complete multiple tasks in a timely and accurate manner.

Decision-Making

Demonstrates reliable decision-making and understands the consequences of actions.
Decision making which is consistent with pre-established procedures and direction provided by Project Manager.

Consequence of Errors

Providing inappropriate or misinformation may result in breaking confidentiality and/or could result in a financial loss to the company.
Consequences could also include loss in clients which would be costly to the organization.

Communication to Others

Frequent contact with clients, contractors, vendors, inspectors, internal employees at all levels, etc.
Works to make sure all parties are working together in the most efficient way possible.

Management/Supervision Responsibility

Includes hiring, development, evaluation of performance, separation authority and/or may have some budgetary responsibilities

Yes ☐ No ☒

Includes providing guidance and direction to other employees, train new employees and/or
answer questions concerning work.