Key Responsibilities and Required Skills for Underground Project Coordinator

🎯 Role Definition

The Underground Project Coordinator is a hands-on project delivery specialist responsible for planning, coordinating, and executing underground utilities and civil construction works. This role acts as the central point of contact between design engineers, contractors, municipal authorities, property owners, and internal stakeholders to ensure safe, on-time, and on-budget installation, relocation, and rehabilitation of underground infrastructure (water, sewer, storm, gas, electrical, fiber). The coordinator manages field crews and subcontractors, administers permits and traffic control, enforces safety and quality standards, monitors schedule and costs, and compiles deliverables required for project closeout and as-built documentation.

Search keywords: Underground Project Coordinator, underground utilities, utility coordination, construction coordination, permit management, traffic control, as-built documentation, contractor supervision, project scheduling, QA/QC.

📈 Career Progression

Typical Career Path

Entry Point From:

Field Technician / Crew Lead (underground utilities)
Construction Inspector or Site Foreman
Utility Coordinator / Traffic Control Coordinator

Advancement To:

Senior Project Coordinator
Project Manager (Civil/Utilities)
Construction Manager / Program Manager
Utilities Operations Manager

Lateral Moves:

Estimator (Utilities & Civil)
Scheduling / Planning Specialist
Quality Assurance / Safety Coordinator

Core Responsibilities

Primary Functions

Develop, maintain and execute detailed work plans and schedules for underground utility projects, coordinating milestones, critical path activities, and sequencing with contractors, suppliers, and municipal agencies to meet contractual deadlines.
Act as the principal on-site coordinator for multiple active trenching, HDD, pipe-laying, vault installation, or conduit placement activities—ensuring crews align with drawings, engineer directives, and permit conditions.
Manage subcontractor selection, onboarding, scope verification, performance monitoring, and compliance with contract terms; conduct daily/weekly performance reviews and enforce corrective actions when necessary.
Facilitate pre-construction, pre-mobilization, and weekly progress meetings with stakeholders (owners, engineers, third-party utilities, traffic authorities) to resolve conflicts, clarify scope, and document decisions and action items.
Obtain, track, and maintain all required permits and clearances (municipal permits, road occupancy, environmental permits, right-of-way agreements, utility shutdown approvals) and ensure work execution adheres to permit conditions.
Coordinate traffic control planning and implementation—including temporary lane closures, detours, signage, and public notifications—working closely with traffic control providers and municipal transportation departments.
Review construction drawings, design deliverables, RFI responses, and shop drawings to identify constructability issues, conflicts with existing utilities, and required design revisions; escalate to engineering as required.
Create, update, and manage as-built records and field changes; ensure accurate digital capture (GIS, CAD) of installed utilities and deliver final record drawings and asset data to the client upon closeout.
Monitor project budgets and cost-to-complete: review contractor invoices, track change orders, prepare cost forecasts, and assist project management with reconciliation and claim substantiation.
Enforce and verify compliance with safety programs (OSHA, local safety codes, company HSE policies), conduct job hazard analyses (JHAs), perform toolbox talks, and coordinate safety audits and incident investigations.
Perform field inspections and quality control checks on bedding, compaction, backfill, jointing, testing, and reinstatement works; document non-conformances and ensure remediation to specification.
Coordinate utility locates, mark-outs, and liaison with third-party utility companies to avoid damage to existing infrastructure; maintain damage prevention logs and immediate reporting procedures.
Manage materials logistics: order verification, receipt inspection, staging, tracking inventory, and coordination of supplier deliveries to optimize site productivity and reduce downtime.
Prepare and maintain daily field reports, progress photographs, diary entries, and project logs for transparency and record keeping; deliver weekly progress reports to project management and clients.
Administer contract change management: prepare scopes, cost estimates, justification, and supporting documentation for change order requests and assist in negotiation and approval processes.
Schedule, coordinate and oversee testing and commissioning activities (pressure tests, CCTV inspections, mandrel testing, continuity checks) and ensure successful handover of tested assets.
Support property access and right-of-way negotiations, coordinate temporary easements, and manage stakeholder communications with affected residents and businesses.
Lead risk assessments and mitigation planning for critical underground operations (shoring, dewatering, working near rail/traffic corridors), escalating risks and implementing contingency plans as required.
Ensure environmental protection measures are implemented (erosion control, silt fencing, spill prevention) and coordinate with environmental inspectors for compliance and remediation when required.
Prepare project closeout packages including final invoices, lien waivers, as-built drawings, material certifications, O&M manuals, and warrantee documentation for client acceptance and archive.
Support dispute resolution by compiling factual field records, progress data, delay analysis, and contractual references to assist project managers and legal teams.
Coordinate with design engineers during construction to implement field-driven design changes, obtain approvals, and update construction documents accordingly.
Maintain GIS and asset management systems by importing field-captured data, updating attribute tables, and ensuring accurate spatial representation of underground assets.
Manage stakeholder communications and public relations for affected neighborhoods: issue notifications, respond to inquiries, and coordinate restoration schedules to maintain community goodwill.
Implement continuous improvement initiatives: capture lessons learned, recommend productivity improvements, and participate in post-project reviews to enhance future delivery.

Secondary Functions

Assist project managers with bid packages, procurement requests, and technical specifications for underground equipment and materials.
Support contract administration by preparing purchase orders, issuing work orders, and maintaining vendor and subcontractor documentation.
Provide technical assistance to field crews on installation techniques, testing procedures, and quality expectations to maintain high workmanship standards.
Maintain centralized document control: distribute RFIs, submittals, change orders, and drawing revisions; ensure version control and timely responses.
Compile and analyze project performance metrics (cost, schedule variance, productivity) and prepare executive summaries for senior management.
Assist in coordinating training and certification requirements for crew members (confined space, shoring, traffic control, CPR/first aid).
Participate in procurement reviews and coordinate lead-time planning for long-lead items to avoid critical path delays.
Provide backup support for safety inspections, incident reporting, and follow-up on corrective actions.
Support claims and dispute documentation by collecting photographic evidence, daily reports, and correspondence to substantiate positions.
Facilitate coordination with survey teams to set out works, establish control points, and validate construction tolerances.

Required Skills & Competencies

Hard Skills (Technical)

Strong knowledge of underground utilities construction methods (open trenching, HDD, microtrenching, sliplining) and installation best practices.
Permit acquisition and regulatory compliance expertise, including municipal road occupancy, environmental, and right-of-way permitting processes.
Proficient in construction scheduling tools (MS Project, Primavera P6) for developing and maintaining project schedules and critical path analysis.
Experience with CAD/GIS systems (AutoCAD, Civil 3D, Esri ArcGIS) to interpret design drawings and manage as-built documentation.
Contract administration and change order management skills, including familiarity with typical construction contract clauses and payment applications.
Working knowledge of traffic control planning and implementation, and coordination with local transportation agencies.
Competency in quality assurance/quality control practices: testing protocols for piping, manholes, compaction, CCTV and restoration acceptance criteria.
Budget monitoring and cost control abilities: invoice review, cost forecasting, and basic financial reconciliation.
Proficient with Microsoft Office suite (Excel modeling, Outlook communications, Word reports) and field reporting/mobile apps (Procore, Aconex, Fieldwire, HCSS).
Understanding of health, safety and environmental (HSE) regulations and the ability to enforce and audit safety programs on site.
Experience with utility coordination processes, damage prevention (One-Call systems) and utility owner notification protocols.
Familiarity with materials procurement, inspection, and inventory control for underground materials (pipes, fittings, manholes, conduits).
Ability to read and interpret engineering drawings, specifications, and geotechnical reports to inform field decisions.
Experience conducting constructability reviews and providing field-driven redesign recommendations to minimize delays and claims.

Soft Skills

Exceptional verbal and written communication skills for clear coordination with clients, engineers, inspectors, vendors, and community stakeholders.
Strong organizational and time-management skills to prioritize multiple projects and competing field demands.
Leadership and crew management capability to motivate field teams and hold contractors accountable to schedules and safety standards.
Problem-solving and critical thinking skills to identify root causes of delays or quality issues and implement practical corrective actions.
Negotiation and conflict resolution skills for managing change orders, subcontractor performance, and stakeholder complaints.
Attention to detail and precision for accurate as-built documentation, test records, and contract deliverables.
Adaptability and resilience working in dynamic field environments, adverse weather, and shifting priorities.
Customer-service orientation to maintain positive relationships with property owners, municipalities, and clients.
Analytical mindset for reviewing productivity data, performing schedule delay analysis, and making data-driven recommendations.
Collaborative teamwork aptitude to coordinate multidisciplinary teams and integrate engineering, operations, and procurement inputs.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED with relevant construction/field experience and certifications (traffic control, confined space, shoring) — or
Technical diploma in Construction Technology, Civil Engineering Technology, or similar.

Preferred Education:

Bachelor's degree in Civil Engineering, Construction Management, Civil Technology, or a related discipline.

Relevant Fields of Study:

Civil Engineering
Construction Management
Civil Engineering Technology
Geomatics / Surveying
Environmental Science (for environmental compliance-heavy projects)

Experience Requirements

Typical Experience Range: 3–7 years of construction or underground utilities experience; may vary by employer and project complexity.

Preferred:

5+ years coordinating underground utilities projects (water, sewer, storm, gas, electrical or telecom), with demonstrated experience in field supervision, permit management, and contractor administration.
Experience on municipal, transportation, or utility capital projects, including managing traffic-sensitive or high-risk corridors.

If you would like, I can tailor this document to a specific region, industry (telecom, water, gas, or electrical), or seniority level (Assistant Coordinator, Senior Coordinator, or Project Manager).