Civil Construction Project Coordinator

We are seeking an organized, detail-oriented Project Coordinator to support the planning, administration, and execution of civil construction projects. This position works closely with Project Managers, Superintendents, Foremen, subcontractors, vendors, and internal departments to help ensure projects remain organized, properly documented, and on schedule.

The Project Coordinator plays a key role in managing project documentation, tracking submittals and RFIs, coordinating materials and subcontractors, maintaining project records, and supporting day-to-day communication between the field and office. The ideal candidate is highly organized, comfortable working in a fast-paced construction environment, and able to manage multiple projects and priorities simultaneously.

Essential Duties & Responsibilities

• Provide administrative and coordination support to Project Managers, Superintendents, and project teams throughout all phases of construction.
• Assist with project startup, including organizing project files, contracts, plans, specifications, schedules, permits, and other required documentation.
• Maintain accurate and organized electronic project files and document control systems.
• Prepare, track, distribute, and maintain Requests for Information (RFIs), submittals, change orders, purchase orders, and other project documentation.
• Monitor outstanding RFIs, submittals, approvals, and other action items and follow up with responsible parties as needed.
• Maintain subcontractor and vendor documentation, including contracts, insurance certificates, compliance documents, and other required records.
• Assist with subcontractor onboarding and ensure required project documentation is received before work begins.
• Support the preparation and processing of subcontract agreements, purchase orders, work orders, and change orders.
• Assist with preparation of owner and subcontractor billing documentation as needed.
• Support Project Managers with cost tracking, job cost documentation, committed costs, and project reporting.
• Review invoices, purchase orders, and supporting documentation for accuracy and proper project/cost-code assignment.
• Assist with tracking quantities, production information, and other project-related data.
• Maintain current project plans, specifications, drawings, and revisions and ensure updated documents are distributed to appropriate team members.
• Coordinate project meetings and assist with preparing agendas, meeting minutes, action-item lists, and follow-up documentation.
• Assist with utility coordination, permitting, inspections, testing, and other project requirements as assigned.
• Maintain records related to inspections, testing reports, daily documentation, and project closeout requirements.
• Assist with project closeout, including punch lists, as-built documentation, warranties, final documentation, and turnover packages.
• Help identify missing documentation, upcoming deadlines, or potential project issues and communicate them to the Project Manager.
• Maintain professional communication with owners, engineers, subcontractors, vendors, and other project stakeholders.
• Perform additional project administration and coordination duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in Construction Management, Engineering, Business Administration, or a related field preferred.
• Previous experience in construction administration, project coordination, project engineering, or a similar role preferred.
• Experience within civil, heavy civil, underground utility, site development, earthwork, concrete, or infrastructure construction strongly preferred.
• General understanding of construction plans, specifications, contracts, RFIs, submittals, change orders, and project documentation.
• Ability to read and understand construction drawings and specifications preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Strong written and verbal communication skills.
• Ability to work effectively with both office and field personnel.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with construction management software such as Procore, HCSS, Bluebeam, or similar systems is preferred.
• Experience with Sage Intacct is preferred.
• Ability to learn new construction and project management software quickly.
• Strong problem-solving skills and ability to follow through on outstanding items with limited supervision.