Project Coordinator
Posted
Summary
Provides full lifecycle administrative support for commercial construction projects at a general contractor — handling submittals, RFIs, change events, vendor setup, insurance/bond tracking, and project close-out using tools like Procore, Sage, and DocuSign.
The Project Coordinator provides full lifecycle administrative support for assigned projects and is an integral member of commercial construction project teams. This position is an ideal fit for professionals who are highly organized, able to manage multiple responsibilities with ease, strong team players, and driven to provide outstanding service to internal and external stakeholders.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
General Project Administrative:
- Provides the Project Management team support by coordinating and assisting with a range of administrative duties.
- Tasks in Procore or other required project management software (including E-Builder, PM-Web, etc.):
- Set up new vendors.
- Initiate Project Start Up Meeting; track the startup checklist and follow through to make sure all items are completed.
- Review and log in all COIs.
- Provide support and attach backup to change events.
- Set up the submittal register based on project specifications.
- Process completed and approved submittals, including entering and distributing to appropriate parties throughout the submittal process.
- Process and distribute RFIs.
- Order, upload, and ensure all changes are made to drawings. Upload sets and keep them clearly marked. Provides support to Preconstruction by ordering required drawings at their request.
- Set-up job-site mobilizations, including trailer, field office supplies, dumpsters, temporary toilets, temporary fence etc. in consultation with project PM and Superintendent.
- Order jobsite signage and hard hat stickers.
- Maintain electronic filing systems.
- Project Close Out:
- Take the lead in processing, organizing, and delivering project close-out materials (as-builts, warranties, Operation & Maintenance Manuals, etc.)
- Begin completing all close-out requirements 90 days prior to project completion and submit within 10 days of Substantial Completion.
- Assist Project Manager in scheduling and securing building permits, U&O inspection, and Fire Marshal inspection.
- Assist in preparing, updating, and distributing punchlists so they are completed within 2 weeks of Substantial Completion.
- Assist with gathering, compiling, and submitting LEED documentation.
- Provide specialized project coordination as required to provide excellent customer service and efficiency for optimal success.
- Ensure project controls are executed consistently and professionally.
Risk Management
- In coordination with Project Managers, create, distribute, track and file commitments (Subcontracts, Purchase Orders, Professional Services Agreements, Task Orders, Master Subcontractor Agreements) in Procore and Sage. Utilize DocuSign when available.
- Add new subcontractors to company systems including obtaining EIN’s and W9’s. Confirm companies are licensed and in good standing.
- Review commitments for completeness, log and file when fully executed. Maintain Commitment status log.
- Distribute, receive, and file subcontractor prequalification forms.
- Verify Certificates of Insurance meet P-C requirements. Enter information into Procore.
- Coordinate with accounting dept to ensure information is up to date for payments.
- Apply for Builder’s Risk Insurance, obtain and submit to Owners. Monitor expiration dates and coordinate with Project Managers as end dates approach.
- Apply for Owner Bonds with HMS; obtain and submit to Owners.
- Receive and track subcontractor bonds. Scan and file hard copies.
- High School Diploma/GED
- 2+ years of experience in commercial construction as a Project Coordinator or similar role.
- Strong MS Excel skills.
- Experience with Procore strongly preferred. Experience with other project management programs, such as E-Builder and PM-Web helpful.
- Strong organizational skills.
- Ability to handle multiple priorities and responsibilities.
- Strong attention to detail.
- Excellent customer service skills.
- Teamwork orientation, willing to do what it takes to support the team.
- Demonstrates accuracy and thoroughness.
WORK ENVIRONMENT, EQUIPMENT, AND PHYSICAL DEMANDS
- Continuous standing, walking, and sitting throughout the day.
- Occasional bending, crouching and stooping throughout the day.
- Some light lifting of up to 25 pounds may be required.
- Typing and viewing of a computer screen required.
- Operate standard office equipment.
- Requires regional driving on occasion.
- Must be able to calmly and effectively work in high stress situations.