Project Coordinator

Job Type: Full-Time
Experience Level: 2–4 Years
About InSite Engineering
InSite is a multidisciplinary consulting firm providing civil engineering, surveying, planning, environmental permitting, landscape architecture, and related professional services throughout New Jersey. Our teams work collaboratively to guide land development projects from initial planning through approvals and construction.
As a Project Coordinator, you'll work closely with Project Managers and multidisciplinary project teams to keep projects organized, moving forward, and on track. This position combines project coordination, client service, administrative support, and exposure to the land development process. Training will be provided based on your background and experience.
This is a great opportunity for someone who is highly organized, detail-oriented, and interested in building a career in project management and professional services. Candidates with paralegal, legal administrative, construction, real estate, or other project coordination experience are encouraged to apply.
What You’ll Do
Project Coordination
· Support Project Managers throughout all phases of land development projects.
· Track project schedules, deliverables, submissions, approvals, and outstanding action items.
· Coordinate project information and communication between Project Managers, clients, consultants, contractors, attorneys, architects, and regulatory agencies.
· Assist with coordinating project meetings, agendas, schedules, and follow-up items.
· Maintain organized project documentation, correspondence, applications, and records.
· Assist with coordinating outside consultants and project team members to keep assignments moving forward.
· Monitor project deadlines and proactively communicate upcoming deliverables and outstanding items.
· Assist Project Managers with day-to-day project logistics and administrative needs.
Client & Agency Coordination
· Serve as a key point of contact for assigned project teams and assist with client communication.
· Prepare and coordinate written correspondence with clients, attorneys, contractors, consultants, municipalities, and other outside agencies.
· Assist with preparing and submitting jurisdictional and permitting applications.
· Track application submissions, agency comments, approvals, and outstanding requirements.
· Follow up with municipalities and regulatory agencies to help expedite project approvals.
· Coordinate information and responses between Project Managers and outside agencies.
· Provide professional and responsive service to clients and project partners.
Administrative & Financial Support
· Assist Project Managers with project documentation, correspondence, meeting coordination, and record keeping.
· Assist with reviewing subcontractor proposals, invoices, and other project-related documentation.
· Organize project files and maintain accurate records throughout the project lifecycle.
· Assist with tracking project expenses, invoices, and other administrative information.
· Support Project Managers with reports, spreadsheets, presentations, and other project materials.
Team Support
· Work collaboratively with Project Managers, engineers, surveyors, planners, landscape architects, and other members of the project team.
· Manage multiple assignments and requests while maintaining attention to detail.
· Communicate effectively when priorities or deadlines change.
· Take initiative to identify outstanding tasks and help keep projects moving.
· Support the firm's mission, vision, and values through professionalism, accountability, and a commitment to client service.
What We're Looking For
· Bachelor's degree preferred, but not required.
· Paralegal or legal administrative experience is preferred but not required.
· Experience in construction, real estate, engineering, architecture, planning, or another project-based professional services environment is a plus.
· Strong organizational and time-management skills.
· Exceptional attention to detail and ability to keep track of multiple deadlines and priorities.
· Strong written and verbal communication skills.
· Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
· Ability to work independently while also collaborating effectively with a team.
· Strong work ethic and willingness to learn.
· Professional, responsive, and solutions-oriented approach to working with clients and project teams.
· Ability to maintain organization and professionalism in a fast-paced environment.
Why Join InSite Engineering?
At InSite, you'll gain hands-on experience working alongside experienced professionals and see how land development projects move from concept through approvals and construction.
This position provides a strong foundation for a career in project management, land development, engineering, planning, or professional services operations. You'll receive training and mentorship while developing valuable skills in project coordination, client communication, permitting, documentation, and business operations.
We believe in investing in our employees and providing opportunities to grow as the company grows. If you're organized, motivated, and enjoy being the person who keeps things moving, we'd love to hear from you.