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Job Title: Project Coordinator

Job Description

We are seeking a dynamic Project Coordinator to lead and mentor our administrative team. This role involves providing training, performance assessments, and ensuring an efficient workload balance. The ideal candidate will coordinate office coverage through cross-training and organize weekly staff meetings to review project document statuses. They will also develop and monitor goals, performance metrics, and best practices to enhance workflow efficiency.

Responsibilities

+ Lead and mentor administrative staff; provide training, performance assessment, and balance workload.

+ Ensure cross-training across all functions and coordinate schedules for office coverage.

+ Organize weekly staff meetings to review project document status.

+ Develop and monitor goals, performance metrics, and best practices for workflow.

+ Facilitate and document standard procedures to maintain efficiency.

+ Serve as primary contact for administrative staff for escalations, troubleshooting, and software issues.

+ Liaise between administrative and project management teams to maintain communication and reporting.

+ Gain expertise in project management software: job/budget setup, payment applications, vendor setup, compliance, and subcontractor payments.

+ Ensure staff understands owner contract requirements for billing and compliance documents.

+ Oversee preparation, collection, and review of contracts, change orders, payment applications, lien waivers, insurance certificates, and vendor forms.

+ Track owner billings to ensure timely payments and subcontractor disbursements.

+ Ensure closeout/warranty documents are collected and reviewed for completeness.

+ Perform additional tasks as assigned by management.

+ Carry out supervisory responsibilities in accordance with company policies and applicable laws.

+ Manage three or more employees within the department.

+ Handle full employee lifecycle: interviewing, hiring, training, and maintaining job descriptions.

+ Plan, assign, and direct work; appraise performance; reward and discipline employees.

+ Address complaints and resolve problems to maintain a productive work environment.

Essential Skills

+ Proficient in Microsoft Outlook, Excel, Word, Adobe Acrobat, and project management tools.

+ Experience with project management software is a plus.

+ Highly organized and detail-oriented, with strong time management skills.

+ Ability to work independently, prioritize tasks, meet deadlines, and see projects through to completion.

+ Strong problem-solving and critical thinking abilities.

+ Excellent written and verbal communication skills.

+ Outstanding interpersonal and customer service skills.

+ Dependable, proactive, and positive attitude.

+ Notary Public certification.

Additional Skills & Qualifications

+ General Contractor experience preferred.

+ Experience with GCPay and DocuSign is a plus.

Work Environment

The candidate will initially be required to work in-office for the first 90 days, with the flexibility to work from home one day per week thereafter. The role offers flexible start and end times to accommodate traffic, with preferred hours from 8AM to 5PM. You will manage around 5-6 projects at a time, depending on size and scale. The position is based in a corporate office in Rosemont, with a smaller team of around 35 employees. You will work alongside two other Project Administrators under the VP of Finance, collaborating with several Project Managers. The company culture values long-term commitment, with many employees having over 10 years of tenure.

Job Type & Location

This is a Contract to Hire position based out of Rosemont, IL.

Pay and Benefits

The pay range for this position is $43.27 - $57.69/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Rosemont,IL.

Application Deadline

This position is anticipated to close on Dec 8, 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] (%[email protected]) for other accommodation options.