Project CoordinatorSargent Electric is a leading specialty contractor focused on electrical, instrumentation, wireless, utility, and low voltage systems. Founded in Pittsburgh in 1907, we operate from 8 locations across the Midwest, Mid-Atlantic and Northeast, delivering projects nationwide for our strategic customers. We support the breadth of client needs — from routine 24/7 service and emergency restoration to their largest and most complex projects.
Our proven safety record, technical depth, and longstanding client relationships have made us a partner of choice for Fortune 500 companies, leading general contractors, and EPC contractors. We are looking to hire a Project Coordinator based in our Lewiston, ME office.Project CoordinationSet 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 AdministrationSet 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 DutiesMaintain 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 Experience3+ years of experience in construction administration, proposal coordination, estimating support, billing, or invoicingProven ability to manage multiple deadlines and deliver accurate work under time pressureExperience 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 requirementsStrong document control skills, including version tracking and compliance checklistsProficiency with Microsoft Office, especially Word, Excel, and OutlookWorking knowledge of Adobe Acrobat for compiling, formatting, and reviewing PDFsClear, professional written and verbal communication skillsHigh attention to detail with strong proofreading and quality-check habitsAbility to work effectively with estimating, operations, project management, field teams, and accountingAbility to handle confidential pricing and sensitive project information appropriatelyPreferred ExperienceExperience supporting utility, substation, transmission, distribution construction projectsFamiliarity with SharePoint and Teams (or similar document management and collaboration tools)Experience with client bid portals and electronic submission platformsUnderstanding of change orders, retainage, lien waivers, and closeout billing requirementsExperience compiling proposal narratives, safety documentation, resumes, and project sheetsExperience maintaining billing calendars, AR notes, and invoice status trackingFamiliarity 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 experienceWhy Join Sargent Electric?Competitive compensation based on experienceEstablished, growing company with a strong industry reputationCollaborative, team-driven environmentOpportunity to directly impact project success and cost efficiencyEQUAL OPPORTUNITY EMPLOYER Sargent Electric Company is committed to providing equal employment opportunities to all qualified individuals in accordance with applicable federal, state, and local laws.