Project Coordinator

Job Summary : We are seeking a highly organized and detail-oriented Project Coordinator with a blend of accounting and construction administration skills.

The ideal candidate will support project management teams by handling both construction-related administrative tasks and basic accounting functions such as invoicing, managing leases, vendor coordination, and cost estimating.

This role is essential for ensuring the smooth operation of construction projects from start to finish, ensuring compliance with financial procedures, and maintaining strong relationships with stakeholders.

Key Responsibilities :

1. Project Coordination :

• Provide administrative support to project managers and construction teams to ensure project timelines, deliverables, and goals are met.
• Maintain and update project documentation, including contracts, permits, schedules, change orders, and reports.
• Coordinate communication between internal teams, vendors, contractors, and clients.
• Monitor project progress and prepare status reports for management.
• Assist in organizing meetings, preparing agendas, and distributing minutes.

2. Accounting Duties :

• Prepare, review, and process invoices from subcontractors, suppliers, and vendors.
• Monitor and track project budgets, ensuring accurate cost allocation and reporting.
• Assist in managing financial aspects of projects, including purchase orders and change orders.
• Reconcile accounts, track expenses, and assist in preparing financial statements for projects.
• Manage lease agreements for equipment, facilities, and site-related needs.
• Coordinate with the accounting department for timely processing of payments and invoices.

3. Vendor Management & Estimating :

• Coordinate with vendors and suppliers, ensuring timely delivery of materials and services.
• Assist in preparing and reviewing cost estimates for projects in collaboration with project managers.
• Manage vendor contracts and ensure compliance with terms and conditions.
• Track and report vendor performance and resolve any discrepancies or issues that arise.

4. Lease and Equipment Management :

• Oversee the management of leases related to construction equipment, facilities, and other project-related assets.
• Ensure all lease agreements are up to date, in compliance, and renewals are processed on time.

5. Compliance and Documentation :

• Ensure all projects comply with local, state, and federal regulations, including safety standards and financial reporting requirements.
• Maintain detailed and organized records of all project-related documents, including contracts, permits, and correspondence.

Qualifications :

• Bachelor’s degree in Accounting, Business Administration, Construction Management, or related field preferred.
• 3+ years of experience in project coordination, accounting, or construction administration.
• Proficient in accounting software (e.g., QuickBooks, Sage) and project management tools (e.g., MS Project, Procore).
• Strong understanding of construction industry standards and financial principles.
• Excellent organizational, communication, and problem-solving skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Detail-oriented with strong analytical skills.

Preferred Skills :

• Experience working in the construction industry or a similar field.
• Knowledge of local and federal construction regulations.
• Experience with cost estimating and budgeting for construction projects.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations.

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact [email protected] .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity.

You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications.

You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application.

In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries ( we, our, or Vaco ) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to :

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure.

The individual may also be eligible for discretionary bonuses.