Project Coordinator
About Us
KOLE MADE is a custom design-and-build company specializing in craft woodworking. The KOLE team is comprised of dedicated artisan professionals who attend to each project with great care and consideration. We service both residential and commercial projects, performing work that honors the roots of our trade and pushes the boundaries of design to arrive at beautiful, functional spaces.
Role Overview
The Part-Time Project Coordinator ensures KOLE projects run smoothly, on time, and in compliance with all requirements. This role is the central hub of project communication, serving as the primary point of contact for client inquiries and coordinating information across clients, colleagues, and subcontractors.
Responsibilities span project coordination, including intake, contracts, billing, permitting, and documentation, all with the goal of supporting seamless operations and delivering an excellent client experience. Some special projects may be assigned to meet a business need.
Key Responsibilities
Client and Team Coordination
- Serve as a responsive point of contact for client inquiries, providing updates and customer service.
- Manage external meeting calendars; confirm scheduling with clients and team members.
- Support leadership in drafting communications and resolving client inquiries.
Project Intake & Communication
- Project Coordination, including distributing project details to the appropriate colleagues and providing updates on assigned tasks.
- Act as lead communicator for all new project inquiries.
- Maintain and update the office project board, Connect, and calendars.
Permitting & Licensing
- Maintain company registration with the City of Philadelphia
- Keep insurance certificates current and organized.
- Apply for permits and manage subcontractor permits, including fee payments.
- Schedule permit walk-throughs, monitor due dates, and file permits in company systems.
- Collect and track subcontractor insurance certificates and licenses.
Administrative
- Support documentation, signature exchange, and other administrative requests
- Projects as assigned by the Business Owner to meet a deadline or business need.
Qualifications
- 2+ years of experience in project coordination, administration, or project management (construction or design industry preferred).
- Strong organizational skills with excellent attention to detail.
- Confident, professional communicator with clients and internal teams.
- Ability to manage multiple tasks, prioritize, and meet deadlines.
- Proficiency with project management tools, scheduling systems, and Microsoft Office/Google Workspace.
- Familiarity with permitting processes and compliance in Philadelphia (preferred).
