Careers

Project Coordinator – Electrical Construction

Department: Operations
Reports To: Field Success Manager / Operations Leadership
Employment Status: Full-Time, Exempt
Location: Johnstown, Colorado – In Office
Compensation: $65,000–$80,000 annually, depending on experience, plus performance-based earning opportunities

POSITION SUMMARY

The Project Coordinator is responsible for the office-side coordination and administrative management of Mac Electric’s electrical construction projects from project award through final closeout.

The primary purpose of this position is to ensure projects are ready before field work begins, effectively coordinated while construction is underway, financially controlled throughout the project, and accurately closed out upon completion.

The Project Coordinator serves as a central point of coordination between field operations, estimating, sales, customers, vendors, municipalities, utilities, and company leadership.

This is an ownership-driven position. The Project Coordinator is expected to anticipate project needs, identify potential obstacles, communicate proactively, solve problems, and drive outstanding items to completion rather than waiting for direction on every next step.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. PROJECT SETUP & READINESS

Upon project award, coordinate the transition of the project from estimating/sales into operations.

Responsibilities include:

Review project scope, estimate, proposal, contract, drawings, specifications, schedule, and customer requirements.
Confirm project information is complete and properly entered into company systems.
Identify project milestones, deadlines, long-lead materials, permitting requirements, utility requirements, and other critical project needs.
Coordinate project kickoff and communicate relevant information to the Field Success Manager and field team.
Maintain organized and accurate electronic project files.
Confirm required permits, submittals, drawings, materials, utility locates, customer decisions, and other prerequisites are completed before field mobilization.
Identify items that could prevent the project from starting as scheduled and proactively drive those items toward resolution.

The goal is simple: when the field crew arrives, the project should be ready for them.

2. PROJECT SCHEDULING & WORKLOAD COORDINATION

Maintain and coordinate project schedules.
Track anticipated project start dates, durations, completion dates, and major milestones.
Help forecast upcoming workload and crew requirements.
Coordinate scheduling requirements with the Field Success Manager.
Monitor projects for schedule changes and communicate impacts promptly.
Identify projects that are not ready for their scheduled start date.
Help maintain visibility into how many weeks of work are currently booked.
Communicate customer schedule expectations to the field team.
Coordinate schedule changes with customers and internal stakeholders as necessary.

3. PERMITS, SUBMITTALS, RFIs & PROJECT DOCUMENTATION

Prepare and coordinate permit applications.
Track permit status through approval.
Coordinate required inspections and related documentation.
Prepare, submit, track, and maintain project submittals.
Prepare and track Requests for Information (RFIs).
Maintain current project drawings, specifications, revisions, and supporting documents.
Coordinate utility locates and other preconstruction requirements.
Maintain documentation of important project communications and decisions.
Ensure field personnel have access to current project information.

4. MATERIAL & PROCUREMENT COORDINATION

Review project material requirements.
Coordinate material ordering based on project schedules.
Track long-lead materials and anticipated delivery dates.
Confirm materials are available before scheduled field work whenever possible.
Communicate material delays that may affect project schedules.
Coordinate non-quoted or additional material needs with the Field Success Manager.
Work with vendors to resolve shortages, incorrect shipments, damaged materials, or delivery issues.
Maintain appropriate purchase and material documentation within company systems.

5. CHANGE ORDER MANAGEMENT

Identify potential change-order conditions.
Coordinate pricing information with estimating, operations, and field personnel.
Prepare and submit change-order documentation.
Track outstanding change orders through approval.
Follow up with customers when approvals are outstanding.
Communicate approved changes to the field and accounting teams.
Ensure approved change orders are properly incorporated into project budgets and billing.
Maintain documentation supporting change-order requests.

Whenever possible, additional work should be documented and approved before the work is performed.

6. PROJECT FINANCIAL MANAGEMENT

Establish and maintain project budgets.
Monitor labor, material, equipment, subcontractor, and other project costs.
Review actual costs against estimated and budgeted costs.
Monitor cost-to-complete.
Identify budget variances and potential profitability issues.
Review project financial performance throughout construction rather than waiting until
project completion.
Investigate unexpected costs or discrepancies.
Communicate financial concerns to the Field Success Manager and company leadership.
Help ensure costs are assigned to the correct projects and cost categories.
Support accurate project forecasting.

The Project Coordinator should understand where every assigned project stands financially and what is expected to happen before completion.

7. PROJECT BILLING & PAY APPLICATIONS

Coordinate project invoicing according to contract requirements and project progress.
Prepare or assist with pay applications.
Track billing milestones.
Coordinate billing information with accounting and operations.
Confirm approved change orders are included in project billing.
Assist with required billing documentation.
Help identify completed work that has not yet been billed.
Support timely and accurate project billing.

8. CUSTOMER COMMUNICATION

Serve as an office-side point of contact for assigned projects.
Provide customers with project status and scheduling updates.
Communicate delays, material issues, schedule changes, or other significant developments promptly.
Follow up on information or decisions required from customers.
Document important customer communications.
Coordinate customer requests with the appropriate internal team members.
Maintain professional, responsive, and solutions-oriented communication.

Customers should not have to repeatedly contact Mac Electric to find out what is happening with their project.

9. FIELD SUPPORT & PROBLEM SOLVING

Respond promptly to field questions.
Obtain missing drawings, specifications, customer information, or project documentation.
Coordinate material needs and deliveries.
Help resolve permit, inspection, utility, vendor, or customer issues.
Escalate problems appropriately when management involvement is necessary.
Communicate project changes and updated information to field personnel.
Anticipate upcoming needs rather than waiting for problems to stop production.

The Project Coordinator’s role is to help keep electricians productive and projects moving.

10. PROJECT CLOSEOUT

Confirm field work is complete.
Verify outstanding punch-list items have been addressed.
Confirm inspections and permits are finalized.
Complete required closeout documentation.
Coordinate warranties, manuals, as-builts, or other required customer documentation.
Confirm outstanding change orders have been resolved.
Verify final project costs.
Confirm all billable work has been invoiced.
Review final project profitability and budget variance.
Reconcile outstanding purchase orders, commitments, or project expenses.
Complete project closeout within company-established timelines.

11. PROCESS & SYSTEM IMPROVEMENT

Mac Electric is actively building the systems required to support continued growth.

The Project Coordinator is expected to:

Identify recurring project-management problems.
Recommend improvements to workflows and procedures.
Help develop and document Standard Operating Procedures (SOPs).
Improve project templates, checklists, dashboards, and reporting.
Maintain accurate information within company software.
Look for opportunities to eliminate unnecessary administrative work.
Help create scalable systems that can support a significantly larger organization.

KEY PERFORMANCE INDICATORS

Performance will be evaluated using measurable project and operational outcomes, which may include:

Number of projects currently in progress
Number of projects started and completed
Weeks of scheduled work booked
Percentage of projects ready before scheduled mobilization
Projects delayed because of missing permits, materials, information, or administrative requirements
Outstanding permits
Outstanding submittals and RFIs
Outstanding/unapproved change orders
Change-order turnaround time
Project budget variance
Estimated vs. actual project costs
Cost-to-complete accuracy
Project gross/net profitability
Timeliness and accuracy of project billing
Unbilled completed work
Project closeout time
Customer communication and responsiveness
Accuracy and completeness of project documentation

REQUIRED SKILLS & COMPETENCIES

Organization & Attention to Detail

Ability to manage numerous projects, deadlines, documents, and competing priorities without allowing critical items to fall through the cracks.

Ownership & Accountability

Takes responsibility for outcomes and follows commitments through to completion.

Forward Thinking

Regularly asks, “What needs to happen next?” and acts before an issue becomes an emergency.

Communication

Communicates professionally and confidently with customers, electricians, vendors, municipalities, utilities, coworkers, and leadership.

Problem Solving

Identifies obstacles, develops solutions, and drives issues toward resolution.

Financial Awareness

Comfortable working with budgets, job costing, cost-to-complete, profitability, project reports, and financial metrics.

Construction Knowledge

Able to understand construction sequencing and read and interpret drawings, specifications, maps, schedules, and project documentation.

Technology

Comfortable learning and working across project-management, CRM, accounting, scheduling, and Microsoft Office applications.

Adaptability

Able to manage changing priorities and unexpected construction conditions while remaining organized and productive.

Growth Mindset

Actively seeks feedback, learns new skills, improves processes, and accepts increasing responsibility.

EXPERIENCE & QUALIFICATIONS

2+ years of experience in construction project coordination, project administration, construction operations, or a similar position preferred.
Electrical construction or specialty-trade experience strongly preferred.
Experience with an electrical contractor, general contractor, mechanical contractor, civil contractor, utility contractor, or related construction organization is valuable.
Experience with construction scheduling, permitting, RFIs, submittals, change orders, pay applications, project billing, job costing, budgeting, and material procurement preferred.
Experience using construction project-management software preferred.
Strong Microsoft Office skills required.
Strong Excel skills highly valued.
Excellent written and verbal communication skills required.
Ability to read and interpret construction drawings and specifications preferred.

WORKING RELATIONSHIPS

The Project Coordinator works closely with:

Field Success Manager
Field electricians and crew leads
Estimating
Sales/Business Development
Accounting/Administration
Customers and owners
General contractors
Engineers
Vendors and suppliers
Municipalities and inspectors
Utility companies
Company leadership

POSITION AUTHORITY & ACCOUNTABILITY

The Project Coordinator is expected to take appropriate action within the responsibilities of the position without waiting for management to assign every task.

This includes following up on outstanding information, contacting customers and vendors, coordinating project requirements, identifying risks, requesting decisions, and escalating issues when necessary.

The Project Coordinator does not independently make contractual, financial, or scope commitments outside of established company authority. Matters exceeding assigned authority should be escalated promptly to the appropriate manager.

SUCCESS IN THIS ROLE

A successful Project Coordinator creates an environment where:

Projects are ready when crews arrive.
Field personnel know what they are supposed to accomplish.
Materials are available when needed.
Permits and inspections do not unnecessarily delay work.
Customers know what is happening.
Change orders are identified and captured.
Billing occurs promptly.
Project costs and profitability are understood throughout construction.
Problems are identified early.
Completed projects are closed quickly and accurately.
Leadership has reliable information about project status and financial performance.

Ultimately, success means helping Mac Electric complete profitable projects, deliver an excellent customer experience, keep our field teams productive, and build scalable systems for continued growth.

ABOUT MAC ELECTRIC

Since 2001, Mac Electric has helped businesses, developers, property owners, communities, and homeowners navigate the future of electrification.

Our specialized electrical solutions include electrical construction and service, land development and site infrastructure, lighting and controls, EV charging, energy management, and other future-ready electrical systems.

OUR MISSION

Build a company that delivers specialized electrical excellence while creating meaningful careers, prosperous lives, and lasting impact for generations to come.

OUR VISION

Our vision is to build Mac Electric into a strong, scalable organization where growth creates opportunity—not only for the company, but for the people who help build it.

Over the next 10 years, our goal is to:

Generate $200 million in cumulative revenue, create meaningful career opportunities for 130+ team members, and build the people, leadership, systems, and infrastructure necessary to support continued long-term growth.
We believe growth should create more careers, greater earning opportunities, stronger leaders, better service for our customers, and a lasting company for future generations.

OUR VALUES

Our values guide how we make decisions, serve our customers, work with one another, solve problems, and hold ourselves accountable.

Specialized Service. Meaningful Careers.

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