Project Coordinator

Aston Carter • Franklin, TN • 15h ago

Description

Project Coordinator - Franklin, TN

Position Overview

The Project Coordinator is central to maintaining project organization and momentum across civil engineering, surveying, and land development projects. Working closely with project teams and leadership, this role supports project setup, scheduling, documentation, financial tracking, and internal coordination from proposal through project completion.

This position requires a detail-oriented, solutions-focused professional who is comfortable taking initiative, managing multiple priorities, and collaborating with a wide range of stakeholders. The Project Coordinator plays a key role in supporting timely deliverables, clear communication, and efficient project operations.

Key Duties & Responsibilities:

Project Administration & Coordination

Support Project Managers with daily tasks, deadlines, and deliverables.

Coordinate project schedules, milestones, bid dates, and permitting timelines.

Maintain task lists, action items, and follow-up logs to support accountability.

Prepare meeting agendas, record minutes, and distribute follow-up documentation.

Track project budgets, invoicing progress, and contract compliance.

Set up new projects in ERP systems and prepare contract submissions.

Document & Plan Management

Organize and maintain project files, drawings, contracts, and submittals.

Assist with preparation and submission of civil plans, surveys, zoning packages, plats, and permit applications.

Manage document revisions, version control, and QA/QC review routing.

Ensure documents align with company branding standards and maintain operational excellence documentation.

Client, Agency & Vendor Coordination

Act as a communication liaison between clients, internal teams, subconsultants, utilities, and agencies.

Assist clients with submission requirements, schedules, and deliverables.

Project Tracking & Reporting

Maintain project dashboards, tracking logs, permitting records, and status reports.

Coordinate updates for weekly project meetings and track outstanding agency comments.

Support workforce planning and staffing forecasts.

Financial & Contract Administration

Assist with proposal preparation, fee tracking, contract setup, and project initiation.

Monitor contract limits, subconsultant amounts, change orders, and reimbursable expenses.

Prepare billing support and coordinate with accounting on invoicing and AR follow-up.

Manage company vehicle fleet documentation and ensure timely completion of contracts, insurance, and subconsultant agreements.

Position Requirements:

Technical & Industry Knowledge

Working knowledge of civil engineering and land surveying workflows.

Ability to interpret engineering plans, surveys, and site development documents.

Proficiency in Microsoft Office.

Experience with industry ERP software (e.g., Deltek Ajera/Vantagepoint) and Bluebeam preferred.

Organizational & Communication Skills

Strong written and verbal communication.

Highly organized with excellent attention to detail and follow-through.

Comfortable interacting with clients, municipalities, and vendors.

Valid driver's license required.

Education & Experience

Associate or bachelor's degree preferred, or equivalent experience.

Minimum of 2 years of project coordination or administrative support experience in an A/E/C or project-based environment.

Performance Expectations

Demonstrate alignment with company core values.

Maintain accurate and timely project documentation.

Support Project Managers in meeting schedules and deliverables.

Promote a collaborative, solution-oriented culture.

Contribute to continuous process improvement and system enhancements.

Occasional field visits may be required; target utilization rate of 50-60%.

Additional Skills & Qualifications

Occasional field visits may be required; target utilization rate of 50-60%.

Job Type & Location

This is a Permanent position based out of Franklin, TN.

Pay and Benefits

The pay range for this position is $50000.00 - $50000.00/yr.

401k, PTO, health, dental, vision

Workplace Type

This is a fully onsite position in Franklin,TN.

Application Deadline

This position is anticipated to close on Feb 2, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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