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

Employment type
Full-Time

Work arrangement
No