Senior Project Coordinator

BL Companies is expanding one of our key client’s program team and seeking a detail-oriented person who thrives in a fast-paced, collaborative environment. This role is ideal for someone who enjoys multitasking, supporting complex projects, and driving efficiency in project execution.

As a Senior Project Coordinator, you’ll play a crucial role in supporting Project Managers, managing program communications, tracking budgets, coordinating documentation, and ensuring smooth logistics. You’ll serve as a key liaison between internal teams, external partners, and stakeholders, helping ensure program success from start to finish.

This position can be based in any of BL’s offices

Key Responsibilities:

Administrative & Logistical Support

• Maintain and update the Program Tracker, reconciling discrepancies and ensuring project status consistency.
• Attend meetings, take notes, track action items, and follow up to ensure accountability.
• Assist with project and resource planning phases in Deltek Vantagepoint.

Project Setup & Documentation

• Input new projects into Vantagepoint, open project numbers, and update base information.
• Prepare draft proposals and agreements using templates.
• Organize folders, schedule sheets, and maintain version control and QA/QC on outgoing documents.

Jurisdictional Research & Permitting

• Conduct initial jurisdictional research and reach out to authorities for clarifications.
• Assist with permit submissions and monitor updates to ensure timely responses.

Consultant & Stakeholder Coordination

• Request and track proposals, contracts, and responses from subconsultants.
• Monitor RFIs, submittals, and follow up for responses.

Technical & Team Support

• Create Teams channels, Bluebeam sessions, and assist with specifications.
• Compile and distribute meeting notes, help with drawing uploads to BIM360, and post updates.

Reporting & Analytics

• Analyze program data, identify trends, and generate weekly status reports summarizing key metrics.

Financial & Contractual Support

• Monitor invoice submissions and approvals, track actuals vs. budget, and flag discrepancies.
• Ensure deliverables and timelines align with contractual obligations.

Tool & System Optimization

• Audit Vantagepoint entries for consistency and accuracy.
• Identify repetitive tasks for automation.

Qualifications & Experience:

• 5+ years of experience in program coordination, preferably in A/E or consulting environments.
• Proficiency in project management tools (Deltek, BIM360, Bluebeam), Microsoft Office, and electronic file management and strong skills in Microsoft Excel.
• Strong organizational, multitasking, and communication skills.
• Ability to work independently and collaboratively in a hybrid environment.
• Preferred: Associate’s degree or higher, experience with QA/QC, Deltek/Vantagepoint, Bluebeam, and CAD software.

Authority & Escalation:

• Empowered to act independently in administrative, organizational, and logistical tasks.
• Collaborates with Project Managers for decisions involving