Construction Project Coordinator

Job Overview:

We are looking for a high-performing Construction Project Coordinator to join our fast-paced and dynamic team. We thrive on innovation, integrity, and grit core values that set us apart in the construction world.

In this role, you'll work closely with our Project Managers, supporting the daily flow of operations across multiple sites. You'll streamline communications, maintain accurate documentation, and help keep everything on track. Your ability to stay organized under pressure and offer solutions will be key to our project success.

If you're detail-oriented, self-driven, and excited to make a real impact in a growing team, we'd love to hear from you.

Job Responsibilities:

Project Planning & Pre-Construction

• Review and interpret architectural drawings to support construction estimating.
• Participate in project handoff meetings with estimating and project management teams.
• Prepare and distribute project startup documents, including kickoff packages and construction schedules.
• Create and maintain organized project folders, digital platforms, and document templates.
• Prepare bid documents, procurement sheets, and proposals for submission.
• Support trade award processes, including coordination with suppliers and subcontractors.

Construction Phase Coordination

• Order materials and coordinate with suppliers to ensure timely delivery to job sites.
• Track and log RFIs, submittals, shop drawings, and change orders, ensuring timely responses and resolutions.
• Update job records and procurement sheets on digital platforms.
• Communicate with site supervisors, trades, designers, and external consultants to ensure alignment on all technical and scheduling matters.
• Act as the first point of contact for trades and suppliers regarding drawings, specifications, or technical issues.
• Support the creation and tracking of site documentation, including daily reports, photos, and deficiency lists.
• Support weekly site meetings; distribute agendas and meeting minutes.

Administrative & Executive Support

• Provide administrative support to executive leadership, designers, office manager, and external business partners.
• Perform extensive research as required for project-specific and business development tasks.
• Manage and coordinate both business and personal emails: monitor, prioritize, take action, and organize archives.
• Coordinate internal and external meetings, appointments, and events across business and personal scopes.
• Support the Executive with all administrative matters, including corporate and personal logistics and document management.
• Create and maintain personal and company-wide files (digital and physical).

Operations, SOPs & Workflow Development

• Support ongoing in-house projects such as Tranual setup, SOP creation, and workflow documentation.
• Assist in developing standard operating procedures, organizational charts, and process improvement documentation.
• Contribute to the implementation and setup of new platforms, apps, and business software.
• Act as the primary technical support for trade partners needing support with internal systems or digital tools.

Documentation & Communication Management

• Maintain accurate record-keeping for both online systems and physical documents.
• Distribute and organize incoming/outgoing mail.
• Combine and manage trade and supplier records into master lists for easy access and reference.
• Ensure proper handling, filing, and tracking of construction-related and corporate documentation.

Procurement & Logistics

• Coordinate material ordering, delivery logistics (local and out-of-town), and track inventory needs.
• Arrange and manage all shipping, receiving, and delivery schedules for project sites and office needs.

Project Close-Out & Warranty

• Assist in preparing and distributing deficiency lists and follow-up logs.
• Collect, organize, and deliver close-out documents such as manuals, warranties, and as-builts.
• Support post-construction follow-up including warranty tracking and client feedback.

General Competencies

• Strong time management and multitasking skills; ability to meet strict deadlines.
• High attention to detail with the ability to manage complex project documentation.
• Excellent communication skills to liaise effectively with trades, suppliers, executives, and clients.
• Ability to work independently, take initiative, and manage competing priorities.

Qualifications:

• 3-4 years of construction administration experience
• Critical thinking, independent problem solving
• Think outside the box
• High work ethic
• Experience supporting a project manager or construction manager preferred
• Excellent keyboarding, spelling, grammar, and proofreading skills.
• Exceptional attention to detail with respect to proofreading, note-taking, and data monitoring and recording, with a limited margin of error.
• Expert knowledge, experience and proficiency in a variety of computer applications, including Buildertrend, Word, Excel, PowerPoint, Adobe, Microsoft Office and related applications DropBox, ClickUp, Lucid Chart
• Excellent written and verbal communication and interpersonal skills
• Excellent problem-solving, analytical, and research skills.
• A strong commitment to confidentiality and privacy.
• Demonstrated leadership, initiative, organization, planning and multi-tasking skills.
• An excellent team player committed to contributing to a positive working environment.
• Ability to work within a team independently and collaboratively, as required, and with limited supervision.
• Excellent communication Skills

If you think you are what we are looking for, we would love to hear from you