Senior Project Coordinator

Project Coordinator

We are seeking a dedicated and organized Project Coordinator to lead and mentor our administrative staff, ensuring efficient workflow and effective project management. The ideal candidate will play a pivotal role in coordinating schedules, organizing meetings, and maintaining communication between administrative and project management teams.

Responsibilities

• Lead and mentor administrative staff by providing training, performance assessment, and workload management.
• Coordinate cross-training across all functions and ensure office coverage.
• Organize weekly staff meetings to review project document status.
• Develop and monitor goals, performance metrics, and best practices for workflow.
• Facilitate and document standard procedures to maintain efficiency.
• Serve as the primary contact for escalations, troubleshooting, and software issues.
• Liaise between administrative and project management teams to maintain communication and reporting.
• Gain expertise in project management software including job / budget setup, payment applications, vendor setup, compliance, and subcontractor payments.
• Ensure staff understands owner contract requirements for billing and compliance documents.
• Oversee preparation, collection, and review of contracts, change orders, payment applications, lien waivers, insurance certificates, and vendor forms.
• Track owner billings to ensure timely payments and subcontractor disbursements.
• Ensure closeout / warranty documents are collected and reviewed for completeness.
• Perform additional tasks as assigned by management.
• Supervise a team in accordance with company policies and applicable laws.
• Manage the full employee lifecycle, including interviewing, hiring, training, and maintaining job descriptions.
• Plan, assign, and direct work, appraise performance, reward and discipline employees.
• Address complaints and resolve problems to maintain a productive work environment.

Essential Skills

Bachelor's degree in a related field, or equivalent combination of education and experience in the construction industry (General Contractor experience preferred). Proficient in Microsoft Outlook, Excel, Word, Adobe Acrobat, and project management tools. Experience with project management software is a plus. Highly organized and detail-oriented, with strong time management skills. Ability to work independently, prioritize tasks, meet deadlines, and see projects through to completion. Strong problem-solving and critical thinking abilities. Excellent written and verbal communication skills. Outstanding interpersonal and customer service skills. Dependable, proactive, and positive attitude. Notary Public certification.

Additional Skills & Qualifications

Experience with DocuSign and GCPay is advantageous. Previous experience in construction project administration.

Work Environment

This role requires working in-office for the first 90 days, with the option for one day of remote work per week thereafter. The position offers flexible start and end times based on traffic, with a typical 40-hour workweek. The office is located in Rosemont and has a team of approximately 35 employees. You will work alongside two other Project Administrators, under the VP of Finance, and with several Project Managers. The department values long-term employee relationships, with many team members having been with the company for over 10 years.

Job Type & Location

This is a Contract to Hire position based out of Rosemont, IL.

Pay and Benefits

The pay range for this position is $43.27 - $57.69 / hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following : Medical, dental & vision; Critical Illness, Accident, and Hospital; 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available; Life Insurance (Voluntary Life & AD&D for the employee and dependents); Short and long-term disability; Health Spending Account (HSA); Transportation benefits; Employee Assistance Program; Time Off / Leave (PTO, Vacation or Sick Leave).

Application Deadline

This position is anticipated to close on Dec 1, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.