Project Coordinator

6 days ago

Quezon City, National Capital Region, Philippines Sourcefit Full time

Position Summary

The Project Coordinator is responsible for providing administrative and operational support to construction projects from initiation through close-out. This role focuses on documentation management, coordination with internal teams and suppliers, billing support, and shipment tracking to ensure projects progress accurately, efficiently, and on schedule.

The Project Coordinator will work closely with Project Managers, Account Managers, and external partners to manage paperwork flow, track materials, support billing processes, and maintain organized project records.

Job Details

Work Setup: On-site
Location: Bridgetowne Quezon City & Cebu City
Schedule: Monday to Friday, 9:00 AM – 6:00 PM Eastern Time (10:00 PM – 7:00 AM PHT)
Holidays: Following select Philippine holidays
Reports To: Director, Project Management

Responsibilities

Project & Documentation Coordination

• Manage paperwork flow for Account Managers' and Executives' projects.

• Verify contracts, purchase orders, and change orders for accuracy and completeness.

• Maintain organized job folders and project documentation within internal systems.

Customer & Stakeholder Coordination

• Build and maintain customer relationships through timely document processing and follow-ups.

• Create and manage routing sheets to track paperwork status.

• Communicate clearly with internal teams, suppliers, and clients regarding project documentation and requirements.

Materials, Logistics & Supplier Coordination

• Communicate with suppliers regarding product availability.

• Place and track material orders to support active projects.

• Arrange freight for cost-effective shipments and monitor multiple deliveries.

• Perform timely follow-ups on shipments to avoid delays.

Billing & Financial Support

• Prepare and distribute bi-monthly salesperson billing summary sheets.

• Prepare monthly AIA-type billings and ensure supporting documentation is complete.

• Review change orders, verify billing documents, and submit for client approval.

• Complete accurate billing and follow up with clients for payment verification.

Project Close-Out

• Prepare and organize project close-out documentation upon completion.

• Ensure final invoicing and documentation requirements are met.

Qualifications


• Proven work experience in construction administration or project coordination.

• Experience supporting projects from conception through delivery.

• Ability to prepare and interpret flowcharts, schedules, and step-by-step action plans.

• Strong working knowledge of Microsoft Project and Microsoft Planner.

• Excellent organizational skills and attention to detail.

• Strong English communication skills, written and verbal.

Nice to Have:

• Bachelor's degree or diploma in Business Administration, Construction Management, or related field.

• Experience as a Project Coordinator or similar role within the construction industry.

• Familiarity with risk management and quality assurance processes.

• Hands-on experience with project management tools.

• PMP, PRINCE2, or other project management certifications.

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