Project coordination
A coordinator who keeps submittals, RFIs and vendor communication logged and moving.
Your project managers are most valuable on site and in negotiation. A dedicated coordinator, part of your coordinated Veltronx team and supported by AI agents on repetitive tracking, handles the chasing and documenting that otherwise eats their afternoon.
The problem this solves
Where the hours go today.
Submittals and RFIs stall between people
Nobody owns the log, so questions sit unanswered and approvals arrive after the material was needed.
Vendor confirmations depend on memory
Lead times, order confirmations and delivery dates live in someone's inbox instead of a tracked list.
Dispatch and field coordination pull the PM off the job
Rescheduling crews and confirming site access should not require the project manager.
Responsibilities
What the team member actually does.
Scoped in writing in your Schedule A. This is the typical shape of the role; yours may include less or more.
- 01Maintaining submittal, RFI, change order and procurement logs in your project management system
- 02Requesting, following up and organizing vendor quotes, order confirmations and delivery schedules
- 03Preparing pay application backup and compliance documents for your review
- 04Dispatch and field coordination support: scheduling, confirmations, access requests
- 05Meeting notes, action-item tracking and documented handoffs between office and field
Inputs we need
- Access to your project management and communication tools
- Current logs and templates, even if incomplete
- A project manager who makes the decisions and reviews outgoing documents
Outputs you get
- Current logs with owners, dates and status
- Tracked procurement with confirmed lead times
- Pay-app backup organized for review
- Written handoffs, not verbal ones
Review boundary
Coordinators track, chase and prepare. Project managers approve submittals, RFIs, change orders, pay applications and anything sent to owners, architects or GCs.
Working together
- Daily stand-up message with what needs the PM's decision
- Weekly report by project
- Escalation path through your account manager
Systems
Work happens in your systems under your access.
- Procore
- Autodesk Build
- Microsoft 365
- Smartsheet
- Buildertrend
Examples of systems clients use, not endorsements or certifications.
Onboarding
- 1Discovery call: projects, tools and where handoffs fail
- 2Role scope and Schedule A
- 3Least-privilege access
- 4Shadow one project, then take the logs
- 5Weekly reporting from week two
Pricing factors
- Number of active projects and tools involved
- Hours and overlap
- Whether dispatch coverage is included
FAQ
Questions about project coordination.
Is this project management?
Do you offer bid coordination?
Scope a project coordination role with us.
A 30-minute discovery call: how your estimating, accounting, payroll and administrative work flows today, which systems are involved, and how a Veltronx team fits.