Project Coordinator

Role Summary

This role requires strong organization, excellent client communication, attention to detail, and the ability to solve problems while maintaining a premium client experience.

Working closely with the Production Manager, the Project Coordinator acts as the operational bridge between sales, clients, suppliers, and subcontractors to ensure a smooth transition from signed contract to project start.

The Project Coordinator plays a critical role in preparing sold residential painting projects for successful execution. This position ensures that every project is properly set up, documented, approved, and ready for production before crews are scheduled.

Serve as a key communication point for clients during the project preparation phase.

Primary Responsibilities

Project Setup & Preparation

Prepare newly sold projects for production by ensuring all required information and approvals are complete.

Responsibilities include:

Reviewing contracts and verifying scope of work accuracy

Auditing material lists and paint specifications

Confirming project details in company systems

Ensuring projects are fully prepared prior to scheduling

Client Communication

Serve as a key communication point for clients during the project preparation phase.

Responsibilities include:

Retrieving and confirming paint color selections

Securing color form approvals

Confirming project details with homeowners

Answering client questions and setting clear expectations

Creating positive, professional customer interactions

Materials & Vendor Coordination

Creating and placing paint orders

Coordinating delivery schedules with suppliers

Ensuring correct materials are ordered for each projec

Resolving any order discrepancies

Financial & Administrative Support

Processing client payments

Managing financing draw requests

Preparing and sending invoices

Compiling subcontractor agreements

Preparing subcontractor payroll summaries

Project Documentation

Compiling and documenting change orders

Maintaining accurate job files

Tracking job costing data

Preparing production reports

Production Support

Assist Production Manager with operational coordination

Provide administrative support to field crews when necessary

Help resolve project challenges and client concerns

Skills & Qualifications

Required Skills

Highly organized with strong attention to detail

Strong verbal communication skills with clients

Comfortable managing multiple projects simultaneously

Ability to solve problems and create win-win outcomes

Strong computer skills and ability to learn new systems quickly

Preferred Experience

Residential construction or home services industry

Project coordination or operations support

Customer service experience

Familiarity with job costing or project management systems

Key Traits for Success

The ideal candidate demonstrates:

Ownership mentality

Professional communication

Process-driven thinking

Strong follow-through

Ability to stay calm and solutions-focused under pressure

Performance Expectations

Success in this role means:

Projects are accurately prepared before production

Clients feel well informed and confident

Paint orders and materials are correct the first time

Documentation and job costing data are accurate and organized

Culture Fit – Alliance Painting

We operate under our core values:

Teamwork – We win together

Pursuit of Excellence – Good enough is never enough

Growth Oriented – We constantly improve

Ownership – We take responsibility and solve problems

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