Project Coordinator

HILGARTWILSON is seeking to hire a Project Coordinator to the team. They will have a working knowledge on how projects are prepared, submitted, and approved, allowing them to track, assist, and streamline multiple projects at a time.

The Project Coordinator will work closely with Project Managers on projects, being able to anticipate when something needs to be completed, predicting next steps, and assisting with execution. They will assist project teams by working with the municipalities and tracking progress to be able to solve issues that arise. Project Coordinators communicate with clients to answer project-related questions when the Project Manager is not available.


  • Submittal process by determining requirements based on municipality and/or jurisdiction.
  • Identify any and all fees associated to each submittal and arrange payment based on Client/Project Manager’s direction.
  • Complete applications required for submittal to ensure all necessary signatures and requirements are complete.
  • Assemble all necessary documents, reports and plans using a submittal checklist and transmittal.
  • Submit all documentation via courier, personal delivery or electronic submission determined by project team, municipality requirements and project deadlines.
  • Track submittal process status and communicate to project team.
  • Coordinate pickup (scanning) or downloading of redlines.
  • Coordinate / Create comment response letters/spreadsheets.
  • Coordinate / Send utility conflict reviews to appropriate utility organizations as identified by project team. Follow up to ensure all conflicts are answered, file in project file structure and communicate all conflict results to project team.
  • Distribute plans when requested to Clients via ShareFile site.
  • Create new project set up for each project following project set up standards.
  • Coordinate / Order quarter section maps when requested by team for each new project start.
  • Coordinate / Order public records requests (as-builts) when requested by team.
  • Coordinate / Submit will serve letters when requested by project team.
  • Prepare project templates which include status reports and project task lists as requested.
  • Assist in preparation of engineers cost estimates and spreadsheets
  • ADEQ submittals: applications & documents, including Approvals to Construct, Health Certificates, and Engineers Certificates of Completion.
  • SWPPP Report & Plan, NOI (includes tracking current issues and events with ADEQ and EPA. regarding the SWPPP and local laws, writing report, working with Project Manager/CAD to prepare map, work with client on filing NOI for permitting).
  • Download and assemble title reports when requested by project team.
  • Create parcel Number (APN) Maps and Adjacent Owners Lists when requested by Project Team.
  • Entitlements: Completing applications. Compiling and submitting zoning documents and tracking project’s approval process.
  • Due Diligence and research: Researching development constraints for a potential site, research existing conditions such as utilities, infrastructure, etc., talking with city, county, and other agencies regarding development.
  • Client/City/County interaction, communication and follow up.
  • Assist in writing of proposals and assigning proposal numbers when requested by Project Manager.
  • Create and update project schedules and flow charts as necessary
  • Monitor Project Budgets: communicate to PM to create awareness on project budgets
  • Ensures that standards are met by following the productivity, quality, and customer-service standards; resolving operational problems; identifying work process improvements.
  • Review, interpret, and recommend municipal and agency policy and procedures. Monitor and assure timely completion of assignments.
  • Setup and maintain ShareFile site for client plans.
  • Manage copying/faxing/filing/scanning of project files.
  • Determine when it is appropriate (cost effective and timing) to use in house printing and scanning or ordering through approved reprographics companies.
  • Determine when to print, compile and bind reports in house or through approved reprographics company based upon cost and timing requirements.
  • Maintain all project files according to company filing standards.
  • Utilize approved naming and filing conventions to ensure project data is accurately filed and maintained.
  • Archive ‘Closed’ project files/boxes and maintain database of offsite storage.
  • Assist/backup other Administrative Project roles, as assigned/when needed
  • Other duties as assigned


  • High School Diploma or GED; Associates degree preferred.
  • 5+ years of related experience in an administrative or coordination role.
  • Advanced skills in Microsoft Office Suite (including: Word, Excel, PowerPoint, etc).
  • Intermediate skills in Microsoft Project.
  • Advanced Administrative Writing Skills.
  • Ability to communicate in a friendly and professional manner both verbally and written.
  • Ability to work with sensitive materials and information.
  • Excellent attention to detail.
  • Able to organize and multi-task efficiently.
  • Prioritize and meet multiple deadlines.
  • Punctual and dependable.
  • Customer service driven with a “can do” attitude.
  • Ability to work individually or in a team environment.
  • Understand general engineering practice.
  • General understanding of rezoning, engineering and submittal applications.
  • Prior experience with an engineering firm preferred.

Compensation and Benefits

Compensation includes competitive salary commensurate with experience and an attractive benefits package that includes:

  • Health Insurance – Medical, Dental, Vision
  • Flexible Spending Account (FSA)
  • Paid Time Off/Paid Sick Time (PTO/PST)
  • Paid Holidays
  • Annual Profit Sharing Bonuses
  • Annual Reviews with Possible Merit-Based Pay Increases
  • Short Term Disability (STD)
  • Long-Term Disability (LTD)
  • 401(k) Plan
  • Term Life and AD&D Insurance
  • Supplemental Term Life and AD&D Insurance
  • Employee Assistance Program
  • Corporate Partnership Discounts
  • Cell Phone Reimbursement for Management Level
  • Participation in Professional Memberships/Affiliation Costs
  • Financial Reimbursement for Professional Testing Costs
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