[Hiring] Project Coordinator @EXANTE360 INC

Role Description

The Project Coordinator supports the successful execution of projects by managing and tracking project tasks, schedules, scopes, and workloads through the entire project lifecycle. Working closely with Project Managers and cross‑functional teams, the Project Coordinator uses tools such as the typical suite of Microsoft products (Outlook, Office, Teams, SharePoint), but also PM focused tools like Asana and Procore to provide accurate project visibility and support delivery against schedule, budget, and quality objectives.

Exante360 is building an AI-forward organization. We are looking for professionals who embrace artificial intelligence, automation, and digital transformation as part of how they work. Ideal candidates are proactive in learning and applying new technologies, comfortable integrating AI tools into their workflow where appropriate, and capable of combining technology with sound business judgment to deliver exceptional results.

What You’ll Do

• Support project setup and mobilization across Project Management, Design, BIM, and Administrative teams, ensuring smooth cross‑functional coordination from project start through closeout.
• Partner with multiple Project Managers to help develop and maintain project schedules, plans, and milestone tracking to support on‑time delivery.
• Configure and maintain project frameworks in Asana, tailoring templates and workflows to meet unique project requirements and prioritize tasks and deliverables.
• Work with Project Managers to translate budgeted hours into clearly defined, assigned project tasks.
• Maintain accurate, up‑to‑date project data to support weekly coordination meetings and informed decision‑making.
• Develop and manage project look‑ahead schedules throughout the lifecycle of assigned projects.
• Participate in regular check‑ins with Project Managers to track risks, issues, and action items, and ensure timely follow‑up.
• Coordinate with external stakeholders as needed to support timely completion of project milestones.
• Monitor project budgets against actual expenditures and flag variances or concerns to the Project Manager.
• Assist with earned value tracking and reporting for assigned projects.
• Coordinate and administer change orders, Additional Service Requests (ASRs), and other contract modifications for Project Manager review and approval.
• Maintain organized electronic project files, including document control, submittal and RFI logs, and QA/QC documentation.
• Prepare and distribute project reports, dashboards, meeting minutes, and action items trackers to keep teams informed and aligned.
• Keep detailed records of project activities, changes, and documentation to support transparency and accountability.
• Contribute to the development and improvement of company standards, templates, and processes related to project management, communication, and administration.

Sample Tasks You’ll Perform

• Set up and manage project schedules in a project management platform by configuring project templates, assigning tasks based on budgeted hours, and maintaining look‑ahead schedules to support weekly PM coordination.
• Track project financials and changes by monitoring budget vs. actuals, assisting with earned value tracking, and coordinating change orders and Additional Service Requests (ASRs) for Project Manager review.
• Prepare and maintain project documentation and reporting by keeping organized electronic files, updating submittal/RFI logs, and assembling dashboards, meeting minutes, and action item summaries for internal and external stakeholders.

Qualifications

• 3+ years of construction or administrative experience required.
• Demonstrated proficiency with Microsoft 365 tools for project documentation, reporting, data tracking, scheduling, and collaboration across cross-functional teams.
• Experience within the A/E/C industry preferred.
• Prior experience with Asana preferred.
• Certifications such as Project Management Institute CAPM or PMP preferred.
• Demonstrated experience using AI, automation, data analytics, or other emerging technologies to improve efficiency, decision-making, collaboration, or business outcomes.

Requirements

• Possesses anticipation and scheduling skills, ability to efficiently and effectively plan workloads.
• Ability to quickly adapt to project changes with limited notice.
• Excellent written and verbal communication skills.
• Sense of responsibility, customer service, excellence, and versatility.
• Self-motivated and takes initiative without waiting for direction.
• Excellent time management skills.
• Strong organizational skills and attention to detail.
• Exceptional follow-through and follow-up skills.

Benefits

• Remote work environment built on intentional connection.
• Professional growth through prioritizing your continued education goals.
• Robust benefit package to support wellness and work-life balance.
• 401(k).
• 401(k) matching.
• Dental insurance.
• Employee assistance program.
• Health insurance.
• Life insurance.
• Paid time off.
• Professional development assistance.
• Referral program.
• Vision insurance.
• Long Term Disability Insurance.