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Project Coordinator

Key Accountabilities

  • Develop and execute project plans under the direction of the Project Director
  • Coordinate with engineers, architects, inspectors, and relevant authorities
  • Manage timelines, resources, and deliverables for each project
  • Ensure smooth communication across all stakeholders (Field Coordinator, Office Assistant, Payment Coordinator, etc.)

Detailed Responsibilities

  • Project Planning: Translate the Project Director’s vision and high-level goals into actionable project plans with clear milestones and timelines.
  • Permits & Inspections: Liaise with local authorities, inspectors, engineers, and architects; gather required documentation, submit permit applications, and schedule inspections.
  • Resource Coordination: Work with the Field Coordinator to schedule laborers, arrange materials, and ensure equipment delivery aligns with project milestones.
  • Vendor Management: Request quotes, evaluate costs, negotiate terms where appropriate, and compare final invoices to initial quotes before handing off to the Payment Coordinator.
  • Tracking & Reporting: Monitor project progress, update project management tools (e.g., Odoo), and provide status reports to the Project Director and other stakeholders.
  • Issue Resolution: Identify and address project roadblocks—whether regulatory, logistical, or technical—by collaborating with the appropriate parties.
  • Documentation: Maintain comprehensive project documentation, including changes in scope, budget updates, and key decisions.

Remote
Office Team
Full-Time

Payment Coordinator

Key Accountabilities

  • Process and record all payments (wire transfers, checks, credit card transactions) promptly and accurately
  • Ensure payment details are correct, complete, and compliant with company policies
  • Collaborate with the Office Assistant and Project Coordinator to verify quotes, invoices, and vendor agreements
  • Maintain accurate and up-to-date financial records related to project expenditures

Detailed Responsibilities

  • Payment Processing: Execute payments based on approved invoices, quotes, or purchase orders (e.g., wire transfers for large equipment, credit card payments for smaller bills).
  • Verification & Documentation: Double-check that requested payments align with vendor quotes and final invoices received from the Project Coordinator and Office Assistant.
  • Financial Administration: Monitor credit card fees, bank transfer details, or any additional charges; keep thorough records of each transaction.
  • Communication: Send payment confirmations to the relevant parties (vendors, internal teams) and promptly address any questions about payment status.
  • Compliance & Security: Handle sensitive financial information responsibly, ensuring compliance with internal controls and any legal/regulatory requirements.
  • Reporting: Provide regular updates on expenditures, track budget vs. actual costs, and flag any discrepancies or irregularities.
  • Process Improvement: Work with the Office Assistant and Project Coordinator to refine the “white glove” payment process in Odoo, improving speed, accuracy, and documentation.

Remote
Office Team
Full-Time