How to hire a contractor-project coordinator

How to hire a contractor-project coordinator, step by step

Here's a step-by-step contractor-project coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a contractor-project coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new contractor-project coordinator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your contractor-project coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a contractor-project coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A contractor-project coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, contractor-project coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of contractor-project coordinators and their corresponding salaries.

   Type of Contractor-Project Coordinator	Description	Hourly rate
   Contractor-Project Coordinator		$18-49
   Program Manager	A program manager is responsible for monitoring the project's progress, improving and developing new strategies, and coordinate various projects across the organization to ensure the success of the business objective. Program managers also manage the program's expenses, ensuring that the projects adhere to the budget goals without compromising the quality and accuracy of the result... Show more	$31-67
   Project Officer	A project officer provides vital support to a project by monitoring deadlines for each project task and closely monitors the project schedule. They work with the project manager and other team members to reach the project target... Show more	$19-40

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Purchase Orders
   • SharePoint
   • Contract Management
   • Project Management
   • Party Vendors
   • Meeting Minutes
   • Project Coordination
   • Project Documentation
   • AIA
   • PowerPoint
   • PMO
   • Project Scope
   • Logistics
   • Visio

   Check all skills

   Responsibilities:

   • Manage a SalesForce data migration to consolidate ValueClick and GrayStripe accounts, contracts and documentation.
   • Design, develop and maintain comprehensive Microsoft SharePoint sites to support project management and execution.
   • Initiate some steps to improve processes and procedures for PMO department.
   • Create PowerPoint presentations detailing scope & deliverables of project (s).
   • Provide support and cost reporting to PMO, leadership teams regions worldwide.
   • Update the OnBoarding PowerPoint presentation for the department to be utilize going forward.

3. Make a budget

   Including a salary range in your contractor-project coordinator job description is a great way to entice the best and brightest candidates. A contractor-project coordinator salary can vary based on several factors:

   • Location. For example, contractor-project coordinators' average salary in north dakota is 45% less than in connecticut.
   • Seniority. Entry-level contractor-project coordinators earn 62% less than senior-level contractor-project coordinators.
   • Certifications. A contractor-project coordinator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a contractor-project coordinator's salary.

   Average contractor-project coordinator salary

   $63,152yearly

   $30.36 hourly rate

   ---

   Entry-level contractor-project coordinator salary

   $39,000 yearly salary

   Updated December 16, 2025

4. Writing a contractor-project coordinator job description

   A job description for a contractor-project coordinator role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a contractor-project coordinator job description:

   Contractor-project coordinator job description example

   :
   
   Coordinate contract flooring projects from the approval of the project through the final completion. Insure that each project is completed on schedule, that the quality meets all standards, that the projected profit levels are maintained or improved, and that the customer is completely satisfied.
   
   Responsibilities:
   Manage the flow of paperwork for the Account Manager's Projects Identifying Contracts/PO's/Change Order's on projects and verify for accuracy before scanning and routing on Build customer relations by returning documents in a timely manner Create routing sheets to track the flow of paperwork in the office Communicate with mills and other distributors to determine the availability of products Responsible for placing material purchase orders and tracking them until delivery. Respond with urgency and flexibility to meet frequently changing project schedules. Perform consistent, timely follow-ups with suppliers, tracking as many as thirty separate shipments of items depending on the complexity of the job Make freight arrangements for products shipments in the most expeditious and cost effective manner Thorough follow up is essential. Distribute Sales Persons billing summary sheets bi-monthly for necessary billing to customers for work completed. Maintain required documentation in job folders and on the computer system to support the projects. Assemble all information related to the projects. Prepare AIA type billing monthly and maintain job folders for payment verifications and final invoicing. Review for extras and change orders needed, determine necessary documents for billing, verify for accuracy. Submit to Credit Manager for signatures and forward to client prior to draw date per contracts. Complete accurate billing in system to match payment applications sent. Follow up with client to verify all documentation received meets approval for payment. Prepare necessary project close-outs at the end of projects
   
   Requirements:
   Proficiency in MS applications to include Word, Excel. Strong verbal and written communication skills are mandatory due to extensive contact with general contractors and our project management group. Ability to multi-task and consistently meet time-sensitive deadlines and communicate status to Management in a timely manner.
   
   Preferred:
   Construction administration background a plus Some College acceptable. At least 2 years clerical/administration experience preferred
   Work Shift
   8 Hr non-rotating shift, Hrs fall to in punch day, Observed Calendar, shift starts AM
   
   Shaw Industries is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, gender identity, religion, sexual orientation, national origin, disability, genetic information, pregnancy, protected veteran status, or any other protected characteristic as outlined by federal, state, or local laws.

   Copy this example

   

5. Post your job

   There are a few common ways to find contractor-project coordinators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your contractor-project coordinator job on Zippia to find and recruit contractor-project coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit contractor-project coordinators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new contractor-project coordinator

   Once you've decided on a perfect contractor-project coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new contractor-project coordinator. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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