Project Management Operations Coordinator

Evergreene Architectural Arts•Brooklyn, NY

1d•Hybrid

About The Position

EverGreene Architectural Arts is seeking a highly organized and resourceful Project Management Operations Coordinator to support and strengthen the internal systems that power our Project Management team. This role is embedded within the PM department and works directly alongside Project Managers and field teams to ensure operational structure, documentation, staffing coordination, and compliance processes are organized, responsive, and aligned. For nearly 50 years, EverGreene has been a national leader in architectural restoration, conservation, and design — trusted to work on some of the most iconic and historically significant buildings in the United States. As a 100% employee-owned company, we offer the opportunity to build a meaningful career while contributing to work that preserves America’s architectural legacy. The Project Management Operations Coordinator plays a key role in supporting the infrastructure behind successful project delivery. This position strengthens internal PM systems including field labor tracking and staffing planning support, PM library and technical documentation management, safety administration, specialty material and equipment procurement, and cross-functional coordination. This role is designed as a development pathway within the Project Management team, providing exposure to project controls, technical documentation, staffing strategy, and field coordination — with growth opportunities into Project Engineer and Assistant Project Manager roles.

Requirements

2–4+ years of experience in operations coordination, project administration, technical support, or construction support roles
Strong organizational and documentation management skills
Experience with scheduling, workforce tracking, or labor coordination systems preferred
Proficiency in Microsoft Office and familiarity with Procore; experience with Timekeeping workforce systems preferred (ECONZ, ADP, etc.)
Basic proficiency in AutoCAD or similar drafting software preferred
Strong communication and cross-functional coordination skills
Detail-oriented, systems-minded, and proactive
This role operates in a hybrid office environment with regular collaboration across Project Management, Accounting, and Risk teams. Responsiveness to project startup deadlines, compliance requirements, and financial reporting cycles is essential.

Responsibilities

Field Labor Tracking & Staffing Planning
Labor Tracking & Inventory: Maintain a labor inventory reflecting current, last and/or future availability. Maintain up-to-date employee tracking records, union status, time records, skills, and availability.
Schedule Coordination: Update the Master Project Schedule through weekly PM check-ins. Add newly awarded or verbal-win projects to the schedule to maintain accurate forecasting.
Staffing Planning Support: Collect and organize upcoming labor needs for review with the Director and Senior PMs. Support workforce planning discussions with accurate, current labor data.
PM Library & Technical Documentation
Library Development & Maintenance: Further develop PM training and reference library, including work plans, technical details, RFP references, and SOPs. Organize and update documentation for consistency and accessibility.
Documentation Coordination: Gather field input and integrate feedback into work plans and internal documentation. Coordinate with Design and Conservation teams to maintain accurate and up-to-date technical documentation.
Technical Drawing Support: Prepare and revise technical details, shop drawings, and as-builts (AutoCAD or similar software).
Report & Record Preparation: Format and prepare project reports, assessments, and formal records using notes, photographs, and field documentation.
Material & Equipment Procurement
Procure specialty materials and equipment in coordination with project teams. Research suppliers based on proximity to site, minimum order requirements, packaging size, cost, and delivery timelines. Coordinate ordering, tracking, and documentation of purchases.
IT Coordination
Act as primary liaison for employee IT requests and coordinate with external IT service providers. Track and monitor IT support tickets; communicate status updates and resolution timelines. Coordinate software and hardware purchases, renewals, licensing, and related invoicing. Maintain an organized inventory log of IT-related equipment and purchases.
Safety Administration
Safety Documentation Management: Maintain and organize the PM team’s safety library. Keep policies and procedures current and distribute updates, including OSHA communications.
Training & Inspection Coordination: Schedule crew safety tests, environmental hygienist visits, and insurance inspections. Coordinate safety training, certifications, and compliance tracking. Maintain records of completion and expiration dates.
Site Safety Review: Review Procore site safety forms and identify missing or incomplete documentation. Flag gaps to PMs and leadership for follow-up.
Hiring Support
Candidate Tracking: Maintain candidate logs, resumes and portfolios for management and field roles.
Screening & Scheduling: Conduct initial resume reviews to confirm baseline qualifications. Schedule interviews, manage calendars, and coordinate communications between candidates and hiring managers.
PPE / PE Distribution
Distribution Coordination: Coordinate ordering and mailing of PPE, apparel, equipment, and employee-branded gear. Maintain distribution logs and inventory records.