Job Description

Project Coordinator

Are you highly organized, detail-oriented, and looking for an opportunity to build a career in the construction industry? Our client, a well-established mechanical construction company in the Buffalo area, is seeking a Project Coordinator to join their growing team. This full-time, on-site role offers $45,000–$60,000 annually and is ideal for someone who enjoys organization, documentation, administrative coordination, and supporting project teams behind the scenes.

As a Project Coordinator, you will play a critical role in supporting both the estimating and project execution functions of the business and working closely with the leadership team. The Project Coordinator will help manage bid documentation, maintain project records, track deadlines and approvals, prepare project closeout packages, and ensure important project information remains organized and accessible throughout the project lifecycle.

This position is best suited for someone who thrives in a structured environment, enjoys administrative and organizational work, and takes pride in accuracy and attention to detail. Construction or mechanical industry experience is helpful but not required. The company is willing to train someone with strong organizational skills, a positive attitude, and the desire to learn.

This is a full-time, on-site position in the Buffalo area with long-term stability and opportunities to expand responsibilities over time.

Responsibilities

Project & Administrative Coordination

• Prepare and process purchase orders for projects and vendors
• Create and manage project documentation, files, and administrative records
• Assist with project submittals and track approval statuses throughout the review process
• Maintain organized project documentation and ensure records are up to date
• Prepare closeout packages, warranty letters, and final project documentation
• Print, organize, and assemble project binders and client documentation packages

Bid Coordination & Tracking

• Set up new bid opportunities and organize all associated documents
• Download, review, and maintain bid documents received from customers and contractors
• Track bid deadlines and important milestones using project calendars
• Maintain organized electronic and physical bid files
• Support estimating activities during slower periods or as business needs require

Documentation & Process Support

• Ensure project information is accurate, organized, and easily accessible
• Track project deadlines, approvals, and required documentation
• Support communication and coordination between internal teams, vendors, and customers
• Assist with general administrative tasks that support project execution and business operations

Qualifications

• High school diploma required; associate's degree or additional training is a plus
• Strong organizational skills and exceptional attention to detail
• Proficiency with Microsoft Excel and Adobe Acrobat
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Reliable, professional, and self-motivated
• Comfortable working in a fast-paced office environment
• Construction, mechanical, or estimating experience is helpful but not required

The advertised pay range represents what we believe at the time of this job posting that our client would be willing to pay for this position. Only in special circumstances, where a candidate has education, training, or experience that far exceeds the requirements for the position, would we consider paying higher than the stated range.

First time working with a Recruiter? No problem! We make the process as smooth and straightforward as possible. Communication is key – to get started, all we need from you is an updated resume and some time to chat. Our team will get to know and your future career goals. Throughout the process, we will provide resume feedback, schedule and prepare you for interviews, provide client feedback, and coach you through the offer stage.

StaffBuffalo is an Equal Opportunity Employer and does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, gender, gender identity or expression, marital status, physical or mental disability, military status, or unfavorable discharge from military service.

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