Project Coordinator

Job summary

The Project Coordinator manages project files, budgets, schedules, and documentation while serving as a liaison between internal teams, franchisees, and external contractors. They also support team meetings, process invoices, and assist with project closeout and compliance documentation.

Job details

What we offer At Propelled Brands, our total rewards package is a direct reflection of our commitment to attracting and retaining top talent. Our benefits are built on the foundation of our core values: Make it Happen, Expertise and Mastery, Positive Attitude, Growth Mindset, and being Considerate. As a member of our team, you will find a supportive environment with rewards designed to help you thrive. Employer sponsored medical and dental plans Voluntary benefits such as vision, critical illness, accident, and pet insurance 100% Employer sponsored Short-Term Disability, Long-term Disability, and Basic Life Insurance Retirement Savings employer match up to 3% and 100% vested Generous paid time off policies Paid Parental Leave for mothers and fathers About the opportunity We are seeking an organized and detail-oriented Project Coordinator to support design and construction projects across the Propelled Brands portfolio. In this role, you will manage project files, budgets, schedules, and documentation while helping Project Managers and Construction Managers keep projects organized and moving forward. You will serve as a key point of coordination among internal teams, franchisees, General Contractors, designers, architects, and vendors. This role also supports team meetings, vendor agreements, invoice processing, project closeout, and annual Franchise Disclosure Document updates. This is a full-time, salaried, non-exempt position based in our Carrollton, Texas office. The Project Coordinator reports directly to the Vice President of Design & Construction. The Ideal Candidate You are proactive, highly organized, and comfortable managing multiple priorities in a fast-paced construction environment. You communicate clearly, pay close attention to details, and understand the importance of keeping project information accurate, current, and accessible. You enjoy coordinating across teams and take ownership of schedules, documentation, and follow-through. You also bring a practical, solutions-focused mindset and can anticipate needs before they become roadblocks. Essential Functions Project Coordination & Communication: Serve as the primary liaison among Project Managers, Construction Managers, General Contractors, designers, and architects. Coordinate with franchisees as needed and maintain a timely flow of information so stakeholders remain aligned on project status and requirements. Meeting Coordination: Schedule and coordinate brand team meetings, prepare agendas, document meeting minutes, and track follow-up items. Project Controls: Assist Project Managers and Construction Managers with budget tracking, cost coding, and project schedule management. Project Documentation: Prepare, manage, and distribute contracts, submittals, Requests for Information (RFIs), change orders, purchase orders, and other project-related documentation. File Management: Organize and maintain complete, accurate, and current electronic project files across all brands. Vendor Support: Assist the Vendor Manager with pipeline calls, schedule management, and material sample coordination. Invoice Processing: Accurately process vendor invoices and monthly pay applications through the accounting software. Agreement Management: Maintain an up-to-date file of NDAs and master contracts for vendors, architects, and General Contractors. Project Closeout: Support the project closeout process by compiling warranties, as-built drawings, operations manuals, and other required closeout documentation. Compliance Support: Assist with the preparation and coordination of annual Franchise Disclosure Document (FDD) updates. What We Need Education and Experience Associate or bachelor's degree in Construction Management, Business Administration, or a related field preferred Relevant experience in a construction project coordination or administrative role may be considered in place of a degree One to three years of experience in a project coordination or administrative role within the construction industry Basic ability to read and understand construction drawings Skills and Qualifications Proficiency in Smartsheet and Google Workspace Proficiency with AVID accounting software Familiarity with Gemini AI Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously Excellent written and verbal communication skills Strong attention to detail and commitment to accuracy Proactive, problem-solving mindset Supervisory Responsibility This position does not have any supervisory responsibilities. Work Environment This role operates in a professional office environment and routinely uses standard office equipment, including computers, smartphones, video conferencing and webinar tools, phones, photocopiers, printers, filing cabinets, shredders, and fax machines. Physical Demands The physical demands described here are representative of those required to perform the essential functions of this position. While performing the duties of this job, the Team Member is regularly required to walk, talk, see, and hear. The Team Member must also be able to lift up to 20 pounds. Position Type and Expected Hours of Work This is a full-time, salaried, non-exempt position requiring at least 40 hours per week. The regular schedule is Monday through Friday, between 8:00 a.m. and 5:00 p.m. Occasional evening and weekend work may be required as job duties demand. Travel Travel is expected to be less than 10%. Out-of-area and overnight travel may be required based on individual job responsibilities. Some travel may occur on weekends or internationally. Company events, including Summits and the Annual Convention, may also require travel. We believe that everyone is capable of great things. Because of this, we encourage you to apply even if you do not have 100% of the qualifications listed above. EEO Statement Propelled Brands values diversity and inclusion because it brings richness and strength to our business. We envision diversity as encompassing an individual’s unique characteristics and experiences, including not only race, gender, ethnicity, age, religion, disability, national origin, and sexual orientation, but also personality, gender expression, military status, mental health, educational and career backgrounds, and other life experiences. We know that supporting and building diversity is the right thing to do for our employees, our franchisees, our franchisees’ teams, and our stakeholders.

What you’ll do

The Project Coordinator manages project files, budgets, schedules, and documentation while serving as a liaison between internal teams, franchisees, and external contractors. They also support team meetings, process invoices, and assist with project closeout and compliance documentation.

Requirements

Candidates should have an associate or bachelor's degree in Construction Management or a related field, along with one to three years of relevant experience. Proficiency in Smartsheet, Google Workspace, and accounting software is required, as well as the ability to read construction drawings.

Benefits

• Medical insurance • Dental insurance • Vision insurance • Critical illness insurance • Accident insurance • Pet insurance • Short-term disability insurance • Long-term disability insurance • Basic life insurance • Retirement savings plan • Employer match • Paid time off • Paid parental leave

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Construction Management · Preferred
• Problem solving · Preferred
• Google Workspace · Preferred
• Attention to detail · Preferred
• Compliance · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project coordination
• Construction management
• Budget tracking
• Schedule management
• Documentation management
• Invoice processing
• Smartsheet
• Google workspace
• Avid accounting software
• Gemini ai
• Communication
• Time management
• Problem-solving
• Attention to detail
• Vendor management
• Compliance
• Office Equipment
• Request For Information (RFI)
• Google Gemini
• Project Documentation
• Smartphone Operation
• Project Schedules
• Change Orders
• As-Built Drawings
• Growth Mindedness
• Project Controls
• Lifting Ability
• Time Off Management
• Follow Through
• Positivity
• Accounting Software
• Budgeting
• Architectural Drawing
• Mental Health
• Construction
• Business Administration
• Management
• Construction Management
• File Management
• Franchising
• Franchise Disclosure Document
• Invoicing
• Problem Solving
• Project Management
• Taking Meeting Minutes
• Operations
• Project Coordination
• Purchasing
• Submittals (Construction)
• Time Management

Job areas

• Construction
• Administrative
• Management & Leadership
• Finance & Accounting
• Project Coordinator
• Statistical, Mathematical and Related Associate Professionals
• Project Management Specialists