Project Coordinator - Lewiston
2 days ago
Job description
Sargent Electric Company:
Project Coordinator
Sargent Electric Company ) is consistently named one of the Top Fastest Growing Companies.
Also, Awarded Safety recognition by Specialty Trades Insurance Company for the large company bracket and The Association of Union Constructors Established in 1907, Sargent Electric Company has since evolved into one of the largest electrical contracting companies in the area, providing comprehensive services to our clients.
We are looking to hire a Project Coordinator based in our Lewiston, ME office.Role Summary
The Project Coordinator coordinates and supports construction proposal submissions and project billing activities, ensuring compliance with client requirements and contract terms.
This role partners with estimating, operations, project management, accounting, and vendors to assemble accurate proposals, manage document control, prepare and submit invoices, and track billing and payment milestones to support successful project execution.
Key ResponsibilitiesProject coordination:
Set up proposal files and folder structure for each opportunity
Maintain a proposal schedule with milestones, due dates, and owner assignments
Track RFP requirements and create a compliance checklist
Coordinate document distribution and version control (drawings, addenda, clarifications)
Gather input from estimating, operations, project managers, safety, and vendors
Compile proposal narratives, resumes, project sheets, safety information, and forms
Format proposals to match the client's instructions (tabs, naming, PDF settings)
Prepare bid forms, attachments, and required certifications for signature
Verify all required items are included before submission
Submit proposals through client portals, email, or hard copy, as required
Log submissions, confirmations, and post-submission communications
Support addenda responses and proposal revisions when scope changes
Billing administration:
Set up billing files and track contract billing requirements by project
Maintain a billing calendar (cutoff dates, invoicing frequency, retainage rules)
Collect backup for invoices (daily reports, time, equipment, tickets, receipts)
Prepare and submit invoices:
progress, T&M, unit price, or milestone, as required
Track lien waivers, insurance certificates, and other invoice prerequisites
Monitor retainage, change orders, and approved billable items
Coordinate with project managers on percent complete and billing quantities
Follow up on invoice status, client questions, and payment timing
Maintain AR notes and support collections with professional follow-up
Assist with closeout billing, final waivers, and final invoice packages
Administrative and coordination duties:
Maintain vendor quote logs and support quote collection workflows
Create and update standard templates for proposals, cover letters, and forms
Keep an audit trail of decisions, clarifications, and submitted versions
Support internal reviews by assembling draft packages and tracking comments
Coordinate signature routing and document execution as needed
Protect confidential pricing and sensitive project information
Identify process gaps and suggest improvements to reduce rework
Required Qualifications
3+ years of experience in construction administration, proposal coordination, estimating support, billing, or invoicing
Proven ability to manage multiple deadlines and deliver accurate work under time pressure
Experience preparing and submitting construction invoices (T&M, progress billing, unit price, or milestone)
Ability to read and follow RFP instructions, bid forms, and client submission requirements
Strong document control skills, including version tracking and compliance checklists
Proficiency with Microsoft Office, especially Word, Excel, and Outlook
Working knowledge of Adobe Acrobat for compiling, formatting, and reviewing PDFs
Clear, professional written and verbal communication skills
High attention to detail with strong proofreading and quality-check habits
Ability to work effectively with estimating, operations, project management, field teams, and accounting
Ability to handle confidential pricing and sensitive project information appropriately
Preferred Qualifications
Experience supporting utility, substation, transmission, distribution construction projects
Familiarity with SharePoint and Teams (or similar document management and collaboration tools)
Experience with client bid portals and electronic submission platforms
Understanding of change orders, retainage, lien waivers, and closeout billing requirements
Experience compiling proposal narratives, safety documentation, resumes, and project sheets
Experience maintaining billing calendars, AR notes, and invoice status tracking
Familiarity with estimating or project controls software (for example, Bid2Win or similar tools)
AIA billing or similar standardized billing form experience (when applicable)
Associate's degree or equivalent combination of education and relevant experience
Sargent Electric Company Equal Employment Opportunity Statement
Sargent Electric Company and all its affiliate companies are committed to providing equal employment opportunities in all aspects of employment to qualified individuals without regard to the following criteria: race, color, national origin, religion, sex, pregnancy, sexual orientation, gender identity or expression, mental or physical disability, age, familial or marital status, ancestry, military status, veteran status or genetic information as well as any other prohibited criteria under any local, state or federal law applicable to Sargent Electric Company.
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