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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 Responsibilities

Project 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.