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Wizehire · 12 hours ago

Turnkey Project Coordinator

Ephrata, PA

Full-time

Hybrid

Entry, Mid Level

$52K/yr - $62K/yr

Wizehire is a premier hospitality consulting firm specializing in operational support services. The Turnkey Project Coordinator is responsible for coordinating and managing all phases of the project lifecycle, focusing on pre-construction, financial tracking, and ensuring effective communication among stakeholders.

Human ResourcesInternetRecruiting

Responsibilities

Create, maintain, and organize project folders and documentation within Bitrix, ACC, ActiveCollab, Teams, and other designated systems

Record, file, and distribute project documents, including drawings, specifications, RFIs, submittals, proposals, meeting notes, and change orders

Review drawing/document sets against markups after drafting revisions to confirm updates were applied correctly

Compile, track, and distribute information requests between architects, engineers, contractors, and client stakeholders; distribute responses as received

Ensure required project documentation is collected, logged, and maintained in alignment with client and project requirements

Prepare and distribute bid/document packages during pre-construction, including requests for Architectural, MEP, Structural, Environmental Assessments, FSEC, GCs, and specialty services

Research and document permit submission requirements, costs, and timelines based on project location

Gather and distribute pre-construction requests for information (RFIs) and maintain a log of open items

Review contractor quotes against the scope of work documents; identify scope gaps, incorrect information, or work not required by the scope/trade

Create and implement Request for Proposal (RFP) forms; distribute to appropriate vendors and file responses

Conduct first review of proposals to identify missing or incorrect information; route complete packages for leadership review and approval

Submit invoices to Accounting for payment via Bitrix; include required notes and links to filed invoice locations

Update project cost trackers and maintain accurate supporting documentation for each financial change

Submit client project billing requests via Bitrix, including billing details pulled from project cost trackers

Perform first-level review of AIA billing for completeness and accuracy; file, post to Bitrix, route for approval, and update project trackers

Create and maintain Turnkey budgets and cost trackers at appropriate project phases; assemble master budgets as numbers come in

Coordinate with internal stakeholders (Renee, Branding, Maria T., Estimating) for concept budgets and revisions; document and file all inputs

Track profitability and prepare a profitability report at project completion

Post project updates to Teams chats and Bitrix; ensure key stakeholders receive timely information after significant updates

Create and maintain project status updates in Bitrix; track milestones and deadlines

Set up and facilitate coordination meetings and internal project reviews; schedule 11 status updates as needed

Create and distribute meeting agendas, including prior action items for review at the start of calls

Create or request meeting notes using AI tools; post, file, and distribute notes to appropriate stakeholders

Take meeting action items and post them to the TK To Do job board; set timelines, reminders, and ownership in task calendars

Distribute project schedules to the project team, Operator/Facilities/Maintenance, Procurement, ID/Branding; post to Bitrix and add key dates to calendars

Send reminders of milestones, submission dates, and deliverables to keep project teams aligned

Request and track W-9s and Certificates of Insurance (COIs) that meet project-specific requirements and proper language

Queue vendor payment requests and track/document requests through completion

Create and manage TK contacts in Bitrix; ensure contractors are categorized correctly and clean up existing records; request data exports when needed

For Sodexo projects distribute contractor documentation requirements, enforce compliance, track, file, log, and submit as required

Create projects in ACC when applicable; load documentation and send required notifications

Distribute notifications to the project team when client requests/changes are received and when updates are applied

Send marked-up campus maps and site logistics information (work area location, parking, security access, PPE requirements, meeting locations, dumpster locations, etc.) as required

Set up weekly GC PM and site superintendent calls and weekly client/facilities update calls

Answer simple field questions; categorize in Outlook and escalate changes with financial or scope impact to leadership

Coordinate site visits with the project team when requested; print documents for site visits as needed

Download project photos and post to file storage and SmugMug when applicable

Receive, file, post, distribute, and track submittals and RFIs; maintain logs and ensure responses are received within required timelines

Request/create change order requests; document scope/cost/time impacts, and route for approval

Request, track, assemble, file, and post all documents required for O&M manuals; coordinate approvals and release of retainage when documentation is complete and accepted

Assist in post-construction client requests for warranty work/equipment repair; request warranty/repair forms from vendors and update internal records

Ensure all time for the Turnkey department is logged accurately in Active

Create project tasks for the ID department in ActiveCollab when needed

Schedule FS tasks and update the FS PM with project changes

Maintain tracking sheets for contractor square-foot pricing by state/region; update estimating references on a defined timeline

Post updates to Miro boards during pre-construction or pricing exercises as needed

Support Noemi (ID Coordinator) as needed

Qualification

Project coordinationDocumentation managementFinancial trackingCommunication skillsProficiency with BitrixConstruction experienceAttention to detailHigh stress toleranceProfessionalismTeam collaborationProblem-solving