Project Coordinator

Company Overview:

BOSS Facility Services, Inc. is a national leader in facility maintenance, serving major retail, finance, and corporate clients across the U.S., Hawaii, Puerto Rico, and Canada. Since 2001, BOSS has grown through its industry expertise, white-glove service, and commitment to excellence. Our experienced team handles HVAC/R, electrical, lighting, plumbing, and general maintenance. We’re a fast‑paced, team-oriented company that values hard work and celebrates together with events throughout the year. BOSS Facility Services is truly “Built on Superior Service,” and continues to expand through fair pricing, strong communication, and exceptional customer care.

Job Summary:

The Project Coordinator is responsible for coordinating project execution activities across vendors, schedules, documentation, and internal systems for assigned projects. This role ensures projects are organized, properly documented, and execution-ready from initiation through closeout. The Project Coordinator owns execution coordination, including contractor communication, documentation collection, scheduling logistics, and project closeout preparation. The Project Coordinator does not own project scope, budget decisions, or final client commitments. Success in this role is measured by coordination accuracy, scheduling reliability, documentation completeness, and adherence to defined project processes. This role is designed as a developmental position for individuals building experience in project execution, contractor coordination, and construction project workflows.

This position is full-time and requires you to be on site from 7:30 a.m. to 4:30 p.m., Monday through Friday. Some overtime, including weekends, may be required.

Job responsibilities will include, but are not limited to:

Project Scheduling & Coordination

· Coordinate project schedules with contractors, client locations, and internal teams

· Confirm contractor availability, scheduling, and job logistics

· Communicate directly with contractors regarding scheduling updates, changes, and site requirements

· Track project milestones and ensure timelines are updated and maintained within internal systems

Contractor & Vendor Coordination

· Support contractor sourcing and availability verification

· Coordinate contractor scheduling, confirmations, and job execution logistics

· Obtain and maintain vendor documentation including insurance certificates, W9s, and compliance documents

· Ensure all contractor requirements (COIs, permits, mall forms, site access) are submitted, approved, and documented prior to work

Project Documentation & Compliance

· Maintain complete and accurate project records including scope documents, vendor documentation, photos, and completion reports

· Collect all required documentation including quotes, invoices, photos, and completion notes

· Ensure documentation meets internal and client requirements

· Prepare projects for billing by ensuring all required closeout documentation is complete and accurate

Execution Support

· Monitor project progress and identify potential delays or issues

· Communicate execution updates and risks to the Project Manager

· Coordinate resolution of documentation gaps or missing information

· Ensure contractor communication and updates are properly recorded in systems

· Support day-to-day execution flow to ensure projects remain on track

Benefits:

· Competitive salary

· Company‑paid Short‑Term Disability (STD), Long‑Term Disability (LTD), and Life insurance

· Medical insurance with a 60% employer / 40% employee cost share

· Dental and vision insurance options

· Family/dependent medical coverage available

· Generous Paid Time Off (PTO) and paid holidays

· Birthday PTO day

· Sick time provided

· Five voluntary life insurance options, plus access to a Flexible Spending Account (FSA)

· 401(k) retirement plan with discretionary profit‑sharing and safe harbor contributions after six consecutive months of employment

Salary range: $25.00 - $30.00 per hour, depending on experience

Pay: $25.00 - $30.00 per hour

Work Location: In person