Project Coordinator

Job Title: Project Coordinator

Job Description

This role involves comprehensive coordination of construction projects, focusing on creating pay application packages, collecting lien waivers, reconciling project financials, and generating project financial reports. You will be responsible for reviewing and classifying vendor payments and monitoring cash flow requirements on a project-by-project basis. The ideal candidate should possess strong accounting skills and experience in the construction industry, with the ability to collaborate effectively with project teams and trade vendors.

Responsibilities

• Maintain and update project-related records and communicate with Project Managers and support staff regarding contract documents, change orders, and other contract modifications.
• Prepare, request, and maintain waivers, affidavits, and collections for assigned projects.
• Assist Project Managers in reviewing and reconciling all project-related expenses, including identifying invoice discrepancies.
• Ensure all billable costs are accurately captured and invoiced to the client.
• Monitor and update project projections weekly with Project Managers.
• Support Project Managers in drafting and issuing subcontractor payment applications, change orders, and financial reconciliations.
• Review and maintain time sheets, invoices, expenses, and project-related assets.
• Create all project-related billings to customers and communicate with customers regarding any requests or unpaid contract billings.
• Compile information for internal and external auditors and close out project accounts upon project completion.
• Support continuous improvement by contributing to process enhancements, special projects, and cross-functional initiatives as needed.
  
  

Essential Skills

• Detailed knowledge of project coordination, accounting practices, and change order documents.
• 3-5+ years of experience in the A/E/C industry.
• Familiarity with AIA contract and pay application documents.
• Ability to multitask and prioritize in a high-volume, fast-paced environment.
• Highly motivated, with excellent organizational skills and strong attention to detail.
• Procore experience required.
  
  

Additional Skills & Qualifications

• Effective communication skills with proven ability to collaborate with multiple levels of employees, suppliers, and customers.
• Timeliness in invoicing/AR, waiver, and affidavit submissions.
• Ability to identify invoice discrepancies and reconcile expenses accurately.
• Responsive to communication and proactive about outreach to teams and vendors.
• Continuously contribute to process improvement.
  
  

Work Environment

The work environment includes an office of 60 people located in Chicago, with work either in the office five days a week or on job sites locally around Chicago. The company covers mileage with an IRS reimbursable rate, offers parking within downtown area through partnerships with four garages, and provides a company Lyft account. Metra/CTA passes are covered. Employees must use their own vehicles. Senior-level superintendents are provided with an AmEx and Home Depot card.

Job Type & Location

This is a Permanent position based out of Chicago, IL.

Pay And Benefits

The pay range for this position is $75000.00 - $105000.00/yr.

Gold PPO Health Insurance

401k Plan

Unlimited Flex PTO

Commuter Benefits,

Paid Family Leave

Professional Development

Volunteer Time Off

Workplace Type

This is a fully onsite position in Chicago,IL.

Application Deadline

This position is anticipated to close on Nov 21, 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.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email [email protected] for other accommodation options.