Construction Project Coordinator/Office Manager

Weis Builders is a premier construction company with over 85 years of delivering high-quality projects that make a lasting impact on communities. We are seeking a highly organized, proactive, and detail-oriented Construction Project Coordinator / Office Manager to support our construction operations and manage the day-to-day administrative functions of our office.

This position serves as an important link between project managers, superintendents, subcontractors, vendors, clients, and the office. The ideal candidate is comfortable managing multiple priorities, following up on outstanding items, maintaining accurate project documentation, and helping ensure that both our projects and office operate efficiently.

Success in this role requires strong communication skills, attention to detail, follow-through, and the ability to anticipate what needs to happen next rather than simply reacting to requests.

Key Responsibilities:

• Provide administrative and coordination support to project managers and field personnel throughout the construction process.
• Assist with project startup, contact lists, distribution lists, and document-control procedures.
• Maintain organized project records.
• Assist with preparation, tracking, and distribution of contracts, subcontracts, purchase orders, change orders, insurance certificates, and other project documentation.
• Track subcontractor and vendor documentation and follow up on outstanding items.
• Assist with project correspondences.
• Assist with meeting preparation, agendas, meeting minutes, and distribution of action items.
• Coordinate communication among project managers, superintendents, subcontractors, vendors, design professionals, and other project stakeholders.
• Assist with project closeout, including punch lists, warranties, operation and maintenance manuals, as-built documentation, lien waivers, and other required closeout materials.
• Monitor deadlines and proactively follow up with responsible parties to keep project requirements moving forward.
• Manage the day-to-day administrative operations of the office and help maintain a professional, organized, and efficient work environment.
• Serve as a primary point of contact for general office communications, visitors, vendors, and service providers.
• Answer and route telephone calls and general correspondence as appropriate.
• Maintain office supplies, equipment, and inventory and coordinate purchasing as necessary.
• Manage incoming and outgoing mail, deliveries, and shipments.
• Assist with employee onboarding logistics, including workspace preparation, equipment coordination, and administrative documentation.
• Assist management with correspondence, reports, presentations, spreadsheets, and other administrative needs.
• Help identify opportunities to improve administrative processes, organization, and efficiency.
• Perform other project and office-related duties as needed.

• Prior experience in administration, project coordination, office management, or a related role preferred.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to maintaining accurate records.
• Demonstrated ability to follow through on assignments and proactively pursue outstanding information.
• Comfortable communicating professionally with subcontractors, vendors, clients, design professionals, field personnel, and company leadership.
• Ability to handle sensitive or confidential information professionally.
• Strong problem-solving skills and willingness to take ownership of responsibilities.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and other standard business applications.
• Experience with construction project management or accounting software is preferred.
• High school diploma or equivalent required; associate's or bachelor's degree in construction management, business administration, or a related field is preferred but not required.

Work Environment

• This position is fully in-office, five days per week.

Ideal Candidate

• Is exceptionally organized and naturally creates structure around projects and information.
• Enjoys following up and closing loops rather than allowing outstanding items to linger.
• Can shift comfortably between detailed project work and general office responsibilities.
• Takes initiative and does not require constant direction.
• Understands the importance of deadlines in a construction environment.
• Communicates clearly, professionally, and respectfully.
• Is comfortable holding others accountable for information and deliverables while maintaining positive working relationships.
• Can prioritize effectively when multiple project managers or team members need assistance at the same time.
• Notices problems early and works to resolve them before they become larger issues.
• Takes pride in accurate, complete, and well-organized work.