Title: Project Coordinator
(Contract)- Job#5938
Location: Springfield, MA area/Hybrid Remote
Job Description
Our client located in the Springfield, MA area has an immediate opening for a Project Coordinator to join their team. The Project Coordinator will acts as the owner’s administrative and coordination support, ensuring smooth communication between internal departments, external consultants, contractors, and stakeholders. This role helps manage documentation, track progress, and ensure the project follows the owner’s objectives, budget, schedule, and quality requirements.
Responsibilities
- Serve as the primary internal point of contact for project-related information.
- Coordinate meetings between the Company’s internal departments, consultants, and senior project manager.
- Ensure timely communication of project updates to internal departments (e.g., operations, finance, IT, HR).
- Track and follow up on action items, decisions, and approvals required from the Company.
- Maintain organized project files, contracts, drawings, permits, correspondence, and change documents.
- Track and log RFIs, submittals, shop drawings, and change notices provided by the general contractor.
- Support the preparation of internal reports, management updates, and board presentations.
- Assist with maintaining an audit-ready project documentation library.
- Coordinate with Finance on budget updates, cost forecasting, and expenditure tracking.
- Support procurement of the Company provided items (e.g., furniture, equipment, IT systems).
- Track delivery and installation of all owner-supplied materials.
- Track project schedule milestones and communicate key dates internally.
- Monitor contractor’s progress reports and highlight schedule concerns to the Project Manager or Company’s Rep.
- Assist with aligning internal readiness tasks (move-in planning, operational preparations, training).
- Assist in coordinating commissioning, training, and handover of building systems to operations teams.
- Track close-out documents including warranties, manuals, as-built drawings, and maintenance schedules.
- Support planning and coordination of move-in activities.
- Weekly or monthly internal project status summaries.
- Updated logs (RFIs, change orders, submittals, decision logs, procurement items).
- Internal meeting minutes and action item trackers.
- Finance coordination documents (invoice reviews, cost tracking sheets).
- Move-in and handover coordination plans.
- Complete project documentation archive at project close-out.
- Maintains clear and timely communication among all stakeholders.
- Ensures accurate and organized documentation.
- Demonstrates proactive follow-up on outstanding issues.
- Supports decision-making by providing timely information to leadership.
- Upholds the owner’s interests throughout the project.
- The Consultant will be required for the duration of the construction project which is estimated to complete in early 2028.
Required
- Bachelor's degree in related field
- 2-4 years project coordination experience
- Proficiency in MS Office required, project management software a plus
- Excellent verbal and written communication and presentation skills
- Strong Organization, time management, and multitasking
- Problem-solving, attention to detail and a proactive work ethic a must
- Internal Coordination and Communication
- Experience with Documentation and Record Management
- Experience with Financial and procurement support
- Schedule and progress monitoring experience
- Move-in, Close-out and Transition support
About Delphi-US
Delphi-US is a national recruiting firm based in Newport, Rhode Island. We specialize in IT, Engineering and Professional Staffing services for premier corporations and a multitude of industries across the United States. We are the Peacemakers In The Talent War – bringing the best and brightest talent to Employers of Choice, enabling critical project success, fostering progressive employment relationships, and promoting competitive advantages for our Clients and the Talent Marketplace we serve. Delphi accomplishes this with a proprietary skill-based and cultural matching process that results in higher qualified submissions along with increased interviews and offer rates. You’ll find our team is highly experienced, friendly, professional and ready to advocate on your behalf, armed with industry trends, and an understanding of employer expectations.
