Project Coordinator

Nashville, TN


Job Summary

The Project Coordinator is tasked with supporting the Project Team to execute projects on time

and within budget. As an integral part of the team, the Project Coordinator must have an

understanding of basic engineering principles and general building materials as well as a

strong attention to detail. The Project Coordinator works behind the scenes to ensure the

essential functions of the project are executed. The Project Coordinator reports to the Director

of Project Management.

Essential Functions:

● Provides support to the Project Engineer and Project Manager

● Strategically consults and adds value with internal team

● Materials Selection: Based on direction from Project Engineer and Design Team, responsible for

procuring samples for review; building sample presentation boards; tracking shipping; maintaining

sample budget; and communicating with vendors on results

● Monitor project deliverables and milestones with the internal team including but not limited to:

  1. Presentations
  2. Integration Documents
  3. Client Feedback markups and documentation
  4. Content Assimilation
  5. Master Plan and FADE consistency
  6. Site Survey and Installation: Checklists or supporting forms and scheduling
  7. Production Documents
  8. Digital Experience Team milestones

● Project Tracker: Daily input of information as required, including but not limited to material details,

sample tracking, sizes, hardware, etc.

● Resource Management: Assist Senior Project Manager with internal management of design, story,

fabrication and installation resources based on project schedule, scope, and budget

● Vendor Management: Gathers pricing and estimates from various vendors; reviews E-Proofs and

ensures approved or reviewed by Project Team; Day-to-day communication with vendors; hold

vendors accountable to deadlines and complete routine checks on progress

● Logistics Coordination: Monitoring and communication of shipments, storage, organization prior to

installation; provides support to Installation Lead

● Financial Support: Development and monitor client invoices on monthly basis as determined by

project contract; input of change orders into ProCore; overall tracking and monitoring of invoice

submission and supporting documentation required by contract

● File management: Responsible for ensuring project documents are archived in the correct location

within Advent standard operating procedures including but not limited to file server, Procore, Google

Drive, etc

● Closing Documentation: Supports Project Manager in development of Closing Documentation

including maintenance details, warranty information, Project Updates outline, replacement hardware,


● Responsible for individual monthly expense reporting

● Other duties as assigned

Required Qualifications:

• Bachelor’s degree required; preferred in Engineering, Construction Management or related field

• Minimum of 3 years of professional work experience in Commercial Construction or Engineering

preferred; Internships and other work experience may be evaluated as applicable


• Detailed oriented and highly organized

• Familiarity with the following software: Google Suite, Adobe Creative Suite, Procore, SketchUp,

relevant Project Management Software and Mac platform

• A self-starter with the ability to learn quickly

• Ability to be proactive not reactive; advanced problem solving skills; ability to “think on your feet”

• Travel may be required

Working Environment/Physical Demands:

● Reaching, standing, walking, lifting, fingering, grasping, talking, hearing and repetitive motion.

● Office work – Exerting up to 10 pounds of force occasionally, sits most of the time.

● Close visual acuity to perform activities at distances close to the eye

● Subject to activities that occur inside and outside, heat, and noise.

● When working in the office, not substantially exposed to adverse environmental conditions.

By nature this job description cannot be exhaustive: additional responsibilities, duties, skills, efforts,

requirements and working conditions may be associated with this job