Title: Project Coordinator

Company: Acadia Services, LLC

Location: Southlake, Texas

Compensation: $60,000-70,000

Acadia Services is a well-respected underground utility contractor serving the municipal, residential and commercial construction markets primarily in the Dallas-Fort Worth region. Acadia’s mission is to provide safe, on-schedule, and superior quality services for all contracted work. We are seeking a Project Coordinator to join our team!

As a Project Coordinator, your role will be to support Project Managers and Superintendents in the planning, organization, and execution of underground utility projects. You will manage pre-construction documentation, coordinate submittals, maintain project records, and ensure that all necessary materials, suppliers, and subcontractors are properly organized for project success. This role is critical in keeping projects running smoothly, on schedule, and within budget.

Responsibilities

Pre-Construction

• Prepare and maintain submittals per project spec book, as well as the Submittal Log and Job Start-Up Checklist
• Ensure all material quotes are obtained, suppliers and subcontractors are identified/approved, and job info sheets and tax exempts are distributed as needed
• Review and approve Manhole Cut Sheets, Lay Schedules, and Joint Summaries per Process & Procedure requirements
• Request and review backup quotes as needed; identify approved/lowest-cost suppliers
• Maintain the Foreman Folder with all required project documentation (locates, hospital proximity, lab/surveyor/inspector info, approved suppliers and subs, schedule of values, city specs, geotech report, spoil map, approved submittals, etc.)
• Save RFIs and responses during active construction
• Extract key contract information for project templates (bond requirements, payment terms, materials policies, weekend work requirements, etc.)
• Schedule hydrant meters, dumpsters, bathrooms, and locates so crews are equipped and ready on day one
• Develop a preliminary schedule outline for the Project Manager to build into the full project schedule

Concrete-Specific Pre-Construction

• Obtain and review concrete quotes, mix designs, and identify backup suppliers
• Prepare submittals and orders for rings and covers, ensuring the team is aware of any lead time issues
• Verify that details have been provided for all concrete scope items
• Identify precast vs. cast-in-place (CIP) structures; secure submittals and quotes as required
• Determine responsibility for inlet protection and request pricing if needed
• Set up Storm Structure Verification Sheets and maintain throughout the project life cycle
• Complete rebar take-offs, request quotes, and lock in pricing with IFC plans
• Ensure materials are scheduled to be onsite when crews are scheduled to work

Active Construction

• Save and distribute plan revisions to all relevant team members
• Collect, save, and help prepare documentation for time & material (T&M) work and back charges
• Ensure testing documentation is received, reviewed, and filed (break reports, CCTV PDFs, sewer line/service verifications, etc.)
• Assist with RFI tracking and documentation
• Review and understand timesheets for assigned projects
• Support project closeout by maintaining and submitting final documentation

The successful candidate will have:

• Associate or bachelor’s degree preferred
• Proficiency with Microsoft Office (Word, Excel, Outlook) and basic computer skills
• Strong written and verbal communication skills
• Organizational skills with the ability to manage multiple priorities and meet deadlines
• Willingness to learn construction processes, terminology, and documentation requirements
• Ability to work both independently and as part of a team
• Reliable, dependable, and detail-oriented work ethic

The ideal candidate will bring:

• Interest in construction, project management, or related fields
• Problem-solving mindset and ability to adapt in a fast-paced environment
• Strong interpersonal skills for working with Project Managers, Superintendents, suppliers, and subcontractors
• Desire to grow into a construction management or project management role