Project Coordinator

GEMCO Constructors, LLC, headquartered in Indianapolis, IN, is a mechanical, electrical, plumbing, building automation systems and service contractor providing comprehensive design and build solutions for its customers throughout the United States.

Position Summary

The Project Coordinator supports project execution by managing purchase orders, travel arrangements, equipment rentals, and documentation. This role plays a key part in ensuring efficient operations across project teams.

Primary Responsibilities And Duties

• Coordinate travel for field and office staff (hotels, apartments, car rentals, flights) using CLC, Traveler’s Haven, and Enterprise platforms
• Create, update, and cancel purchase orders
• Assist with submittals and operations/maintenance manuals
• Track and manage weekly equipment rentals (Sunbelt, United, etc.)
• Support vendor setup and subcontractor sourcing (e.g., stone, concrete, core drilling)
• Maintain and update project team sheets and department calendars
• Organize and upload AMEX charges, receipts, and travel documentation
• Process temporary employee timesheets and assist with expense tracking
• Support project managers with PO reports, billing worksheets, and labor/material reporting
• Coordinate permitting and licensing needs
• Document and follow up on outstanding project items
• Manage internal shipping and freight requests
• Schedule and maintain Teams meeting invites
• Maintain department contact spreadsheets and shared calendars
• Obtain COIs (Certificates of Insurance) for new projects
  
  

Traits/Competencies

• Strong time management and multitasking abilities
• Comfortable in a fast-paced environment
• Detail-oriented with excellent organizational skills
• Effective communication and problem-solving skills
• Ability to prioritize and adapt to shifting project needs
• Willingness to be available during evenings or weekends for travel/emergency support
  
  

Requirements

• Proficiency in Microsoft Office Suite
• Experience with corporate travel coordination
• Availability for occasional off-hours support
  
  

Physical Demands

• Ability to sit, kneel, crouch, or climb as needed
• Occasionally lift/move up to 10 lbs.; occasionally up to 25 lbs.
  
  

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.