Project Coordinator

About Us

Maintain It is a full-service facility maintenance company supporting restaurant, retail, and commercial businesses across a wide range of maintenance and operational needs.

We provide proactive, reliable, and customized maintenance solutions designed to minimize disruptions, protect assets, and keep businesses operating at their full potential. From preventative maintenance to responsive service, our team is committed to delivering quality workmanship, strong communication, and dependable support our clients can rely on.

Key Duties/Responsibilities

Project Coordination & Support

Support project management across all phases of maintenance and service projects 

Assist in developing and maintaining project schedules 

Track project progress, budgets, and key deliverables 

Support with other duties as assigned

Procurement & Vendor Coordination

Create and issue purchase orders 

Contact vendors/suppliers to confirm pricing, scope, and lead times 

Review subcontractor quotes to ensure full scope coverage 

Coordinate deliveries, pickups, and logistics 

Documentation & Systems Management

Manage all project documentation and ensure Procore is consistently up to date 

Upload and track drawings, RFIs, shop drawings, and permits 

Prepare project closeout documentation and binders 

Create weekly reports, lookaheads, and meeting minutes 

Technical & Pre-Construction Support

Review Issued for Construction (IFC) drawings 

Verify take-offs and support material ordering 

Assist with shop drawing submissions and approvals 

Support RFI creation and tracking  

Site Coordination & Field Support

Attend site visits, coordination meetings, and OAC meetings 

Take site photos and track project progress 

Assist with site startup materials and logistics 

Support deficiency tracking and warranty-related work 

Financial & Administrative Support

Assist with change order tracking and documentation 

Support invoice review and coordination with Accounts Payable 

Help maintain accurate project cost tracking and reporting 

Client & Internal Coordination

Maintain strong relationships with vendors, subcontractors, and internal teams 

Support service calls and ongoing client requests 

Ensure clear communication across all stakeholders

MEASUREMENTS OF PERFORMANCE

Projects are well-organized, on schedule, and properly documented 

Minimal errors, rework, or missed scope items 

Strong support provided to the project team 

Clear and consistent communication across teams

Who You Are:

You have 2–5+ years of experience in project coordination, construction, maintenance, or facilities operations

You are highly organized and thrive in a fast-paced environment with multiple moving priorities

You are proactive, detail-oriented, and take initiative to keep projects on track and well-organized

You have experience supporting projects through scheduling, procurement, documentation, and coordination

You are comfortable working with vendors, subcontractors, suppliers, and internal teams to ensure smooth project execution

You have strong communication skills and are confident following up on outstanding items, timelines, and deliverables

You are comfortable reviewing drawings, tracking RFIs, shop drawings, change orders, and project documentation

You are proficient with Microsoft Office and comfortable learning or working within systems such as Procore and other project management platforms

You are adaptable, solutions-oriented, and willing to support both office and field operations as needed

You take pride in accuracy, follow-through, and providing strong support to the project team

This is a new position within the team.

Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.

Maintain It is an equal opportunity employer. We actively encourage applicants from all backgrounds, including those with disabilities. Accommodations will be provided upon request for candidates participating in all phases of the hiring process.