About Us

Rabine is a national leader in exterior facility services, delivering paving, concrete, roofing, mechanical, and maintenance solutions to commercial and industrial clients. Guided by our core values — Safety, Respect, Work Ethic, Accountability, and Improvement — we are committed to developing the next generation of sales professionals through structured training, real-world experience, and mentorship.

Position Summary

The Project Coordinator plays a critical role in supporting the successful execution of commercial asphalt and concrete construction projects for national retail and big-box clients. This position works closely with Project Managers, Operations, customers, vendors, and subcontractors to ensure projects are properly documented, scheduled, invoiced, and closed out efficiently.

This role focuses on project administration and operational support after a project has been awarded. The Project Coordinator is not responsible for estimating or preparing bids, but will assist with project setup, subcontractor coordination, invoice processing, change order administration, and project closeout activities. This position reports directly to the National Project Manager.

Essential Functions:

• Coordinate project setup by collecting and organizing all required project documentation.
• Communicate with subcontractors, vendors, customers, and internal teams throughout the project lifecycle.
• Create and manage purchase orders, work orders, and project documentation.
• Schedule projects and coordinate with subcontractors to support timely execution.
• Learn and navigate customer portals for project administration, including invoicing, change orders, compliance documentation, and closeout requirements.
• Review subcontractor invoices for accuracy and completeness prior to approval.
• Assist with customer invoice preparation, review, and submission to ensure compliance with contract requirements.
• Track, upload, and manage change orders and supporting documentation.
• Maintain accurate project information within the company's CRM and project management systems.
• Collect warranties, lien waivers, photographs, completion reports, and other closeout documents to prepare complete project closeout packages.
• Build and maintain strong working relationships with subcontractors, vendors, and customers.
• Monitor project documentation and administrative milestones to help ensure projects remain on schedule and compliant.
• Identify opportunities to improve administrative processes and increase operational efficiency.
• Support Project Managers with day-to-day coordination and administrative tasks as needed.
• Coordinate and manage smaller projects from award through closeout under the direction of the Operations team.

Qualifications & Competencies

• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple projects and priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong customer service and relationship-building abilities.
• High sense of urgency and commitment to meeting deadlines.
• Self-motivated, proactive, and solution-oriented.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong time management and follow-up skills.
• Adaptable and flexible in a dynamic construction environment.
• Professionalism when interacting with customers, subcontractors, and vendors.

Education & Experience

• Bachelor's degree preferred; equivalent work experience will be considered.
• Experience in commercial construction, asphalt, concrete, facilities maintenance, or project coordination is preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Experience with CRM and project management software (Salesforce preferred).
• Experience working with customer portals and invoice management systems is highly desirable.
• Knowledge of construction documentation, purchase orders, change orders, invoicing, and project closeout procedures is a plus.

Preferred Attributes

• Experience supporting national accounts or multi-site commercial construction projects.
• Ability to thrive in a high-volume, deadline-driven environment.
• Commitment to accuracy, accountability, and continuous process improvement.
• Strong understanding of subcontractor coordination and construction administration.

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. 

Work Environment

This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. 

Position Type and Expected Hours of Work

This position supports projects and customers across multiple geographic regions and time zones. While the standard work schedule is Monday through Friday during normal business hours, flexibility is expected to accommodate project demands, customer needs, urgent operational issues, and communications with subcontractors or clients in different time zones. Occasional work outside of standard business hours may be required to support project success.

Travel

Minimal travel required.

EEO Statement 

The Rabine Group and its companies is an equal opportunity employer.