CPH is a multi-disciplinary Engineering and Architecture firm that ranks in the nation’s Top 500 Design Firms by ENR Magazine. We are seeking a Project Coordinator to join our dynamic and collaborative Community Development team in Tampa, Orlando, or Sanford, FL!
The Project Coordinator (PC) plays a critical role in supporting project execution by managing contracts, schedules, budgets, documentation, and stakeholder communication. This role ensures seamless coordination of operational and logistical aspects across project teams and acts as a bridge between project management and cross-functional teams, ensuring that projects run efficiently while maintaining clear and effective communication with sub-consultants, clients, and internal teams across multiple disciplines.
1. Project Setup & Administrative Coordination
- Assist in pipeline development and tracking and ensure appropriate records are created and updated.
- Assist with initial project setup and ensure compliance with company Standard Operating Procedures (SOPs) for project setup and execution.
- Maintain project documentation, including contracts, scopes of work, meeting minutes, action items, change orders, and sub-consultant agreements.
- Facilitate (as needed) internal kick-off meetings to align teams on project scope, roles, and deliverables.
2. Schedule & Budget Tracking
- Work closely with team to assist in budget tracking, financial forecasting, and invoicing preparation.
- Support the maintenance of project schedules, ensuring alignment with deadlines and deliverables.
- Track change orders and budget modifications, ensuring that project financials remain updated and aligned with contractual agreements.
3. Contract & Documentation Management
- Assist in contract lifecycle management, including sub-consultant agreements, client contracts, and regulatory documentation.
- Ensure proper digital and physical record-keeping for all project-related documents, maintaining version control and accessibility.
- Coordinate with legal and finance teams to ensure contract compliance, approvals, and execution.
4. Stakeholder & Client Coordination
- Act as a liaison between internal teams, sub-consultants, vendors, and clients, ensuring clear and efficient communication.
- Support client interactions by preparing meeting materials, presentations, and project reports.
- Facilitate cross-discipline coordination across internal teams, including engineering, permitting, finance, and architecture.
5. Financial Review & Reporting Support
- Assist in preparing weekly financial reports, tracking project expenditures and work authorizations (EWA).
- Coordinate with team to validate billable hours, budgets, and contract compliance.
- Support financial forecasting and fund allocation as part of grant lifecycle if applicable.
- Track billing milestones and assist with invoice processing, ensuring alignment with project scope and financial goals.