Project Coordinator

Job Description

Job Description

Position: Project Coordinator

Location: Onsite (Charlottesville, VA)

Reports To: Project Management Team Lead

Department: Project Management

Pay Range: $52K - $70K (Based on Experience Level)

About Us

Gropen, Inc. is a full-service custom fabrication, architectural signage, and graphics firm based in Charlottesville, VA. For over 40 years, we’ve built a reputation for exceptional craftsmanship, innovative solutions, and high-quality execution. Our clients include architects, developers, universities, healthcare systems, and public spaces. We deliver a wide range of work, from complex architectural signage to custom-designed installations.

About the Role

The Project Coordinator supports the successful execution of projects from kickoff through closeout. This role works closely with Project Managers and cross-functional teams to keep projects organized, on schedule, and aligned with client expectations. The Coordinator supports larger, more complex projects while independently managing smaller, lower-complexity work. This role is ideal for someone who is organized, proactive, detail- oriented, and interested in growing into a Project Manager role over time.

What We Offer

• Competitive pay based on experience
• Paid holidays and paid time off
• Health and dental insurance
• 401(k) eligibility after one year
• Full-time, Monday–Friday schedule

Key Responsibilities

• Project Coordination & Execution
  • Support Project Managers in coordinating projects from contract award through closeout, while independently managing smaller projects.
  • Maintain project schedules, tracking milestones, deadlines, approvals, and deliverables.
  • Coordinate workflow across design, estimating, fabrication, and installation teams.
  • Track and maintain project documentation, including submittals, RFIs, change orders, and closeout materials.
  • Monitor job costs and scope changes, escalating risks or missing information early.
• Client & Stakeholder Communication
  • Communicate with clients, vendors, and internal teams to provide clear updates and maintain alignment on priorities and timelines.
  • Follow up on outstanding approvals and decisions to keep projects moving forward.
• Team Support & Growth
  • Work closely with Project Managers to support planning, execution, and problem-solving.
  • Build a strong understanding of company processes and project standards.
  • Contribute to team success through communication, accountability, and organization.

Qualifications

• 2+ years of experience in project coordination, operations, or related roles
• Experience in construction, fabrication, manufacturing, or design environments preferred
• Strong organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Clear written and verbal communication skills
• Proficiency with project tracking tools, spreadsheets, and documentation
• Ability to read and interpret drawings or specifications is a plus

Who Will Thrive in This Role

• Highly organized and detail-oriented
• Proactive and comfortable identifying and solving problems
• Strong communicator who follows up and keeps work moving
• Team-oriented with a willingness to support others
• Motivated to grow into a Project Manager role