Roles & Responsibilities
Position: Project Coordinator
Location: 1850 Porter Lake Drive, Sarasota, FL
Employment Type: Full-Time | Salary | $55,000
Role Overview
The Project Coordinator plays a pivotal role in supporting the successful execution of residential construction projects from preconstruction through final delivery. Acting as a bridge between clients, design teams, subcontractors, vendors, permitting authorities, and internal teams, this position ensures project momentum, compliance, documentation accuracy, and clear communication across all stakeholders.
This role requires strong organizational skills, attention to detail, and the ability to manage multiple workflows simultaneously. Core functions include permitting, documentation management, submittal coordination, RFI support, subcontractor contracting administration, vendor onboarding, and project closeout. Success is measured by timely and accurate project deliverables, well-maintained documentation systems, and proactive support that enhances operational efficiency and scalability.
Core Responsibilities
1. Permitting & HOA Approvals
- Identify required permits based on project scope and jurisdiction.
- Prepare, submit, and track all permit applications, including supporting documents and NOAs.
- Obtain the Notice of Commencement (NOC) from the homeowner, record it with the County, and maintain project records.
- Track permit progress on the Preconstruction Schedule in BuilderTrend and report on status weekly.
- Ensure compliance with local regulations in Sarasota County and surrounding areas.
- Submit architectural and construction documents to applicable HOAs for review and approval.
- Monitor permit and HOA timelines, respond to comments, and follow up to avoid delays.
- Maintain organized records of all permits, approvals, revisions, and correspondence.
- Communicate status updates to internal teams.
2. Documentation & Project File Management
- Organize and maintain all electronic project files in BuilderTrend in accordance with SOPs.
- Download, categorize, and file contracts, specifications, permits, drawings, and other project documents.
- Maintain the Plan Enumeration Document, ensuring plan sheets are consistently named, organized, and aligned with the plans used for estimating, bidding, and construction.
- Coordinate with Preconstruction and Estimating to ensure the document remains accurate and is included with estimate packages.
- Maintain revision logs, approval histories, and version control for drawings, RFIs, submittals, and contracts.
- Track NTOs, subcontractor master agreements, lien waivers, insurance, and compliance documents.
- Coordinate monthly subcontractor payment distribution
- Prepare and maintain superintendent project binders and digital field documentation.
- Support subcontractor onboarding by collecting required documents, setting up Buildertrend users, and maintaining accurate subcontractor records.
3. Submittal & RFI Management
Submittals
- Record, review, and organize using Buildertrend, all project submittals for accuracy and completeness.
- Keep submittal work ahead of project schedules to prevent delays.
- Coordinate with architects, designers, engineers, contractors, and suppliers to gather, REVIEW AND HAVE APPROVED, RETURN TO VENDOR required documentation.
- Receive, review, Submit to Designers and Owners and log submittals to track their status and time it takes to approve so not to delay the project schedule, maintaining clear communication and accountability.
- Track submittal status through submission, approval, rejection, and final acceptance, then copy all parties that are involved.
- Maintain weekly Submittal log updates in alignment with SOP requirements.
- Attend the weekly Field Operations meeting to present the Submittal Log, follow up on outstanding submittals, assign and track action items, and hold team members accountable for completing tasks required to move submittals through the approval process.
4. Subcontractor Contracting Administration (Master Agreements Only)
- Prepare subcontractor master contract agreement packets for execution, to include insurance and other required documents).
- Track subcontractor agreement status, signatures, expirations, and compliance requirements.
- Upload fully executed subcontractor master agreements into Builder Trend and maintain version control.
- Manage NTO tracking, lien waivers, insurance certificates, and subcontractor compliance documentation.
- Obtain and coordinate homeowners insurance quotes for completed spec homes and submit quote options to the Accounting Manager for review.
- Obtain and coordinate builders risk insurance quotes prior to the commencement of spec home projects and submit quote options to the Accounting Manager for review.
5. Pre-Construction Planning Support
- Upon Dynan Construction's acquisition of a property or execution of a preconstruction agreement for a client-owned property, coordinate project startup activities, including securing the property, coordinating utility shutoffs (water and power), establishing maintenance plans for landscaping and tree trimming, and working with Field Operations to install required project signage.
- Including responsible parties, design plans, HOA documents, demolition permits, and utility turnover.
- Assist in gathering preliminary plans, specifications, and stakeholder input.
- Administer the Buildertrend project setup process by creating new projects, maintaining project information, initiating homeowner and subcontractor onboarding, and supporting the Operations Manager throughout the onboarding process.
- Coordinate with internal team members to ensure readiness for project kickoff.
- Upload and maintain all preconstruction documents in BuilderTrend.
6. Additional Administrative & Operational Support
- Answer and respond to incoming calls.
- Manage and maintain office supplies and inventory. Including company shirts and hats.
- Perform miscellaneous duties to support project success and team operations.
- Maintain a willingness to learn and adapt as responsibilities evolve.
Working Relationships
- Collaborates closely with subcontractors, vendors, design teams, superintendents, estimators, and internal staff.
- Maintains professional communication with local authorities, permitting offices, and RHOAs.
- Supports leadership, accounting, and field operations through accurate documentation and timely communication.
Professional Development
- Participate in Coursera and other applicable coursework aligned with project workload and quarterly check-ins.
Close Out
- Prepare electronic copies of the product O&M manuals, warranty documentation, and project closeout packages.
- Manage the Owner operational training program, by overseeing that our superintendents and subcontractors provide the training, video the training and supply to Owner’s with copies in their closeout packages.
- Obtain the required maintenance agreements from designated subcontractors and have the owner sign and enter into those agreements prior to project completion.
o Pool Maintenance
o Elevator Maintenanceo Generator Maintenance
o Low Voltage / Sound / Audio / Lighting Controls Maintenance
o Landscape Maintenance
o HVAC Maintenance
- Track and file all closeout documents in BuilderTrend.
- Support superintendent and accounting in achieving timely project closeout.
- Manage homeowner warranty requests by receiving, documenting, coordinating, and
- following through on all warranty items until resolution.
Pay: $55,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Location:
- Sarasota, FL 34240 (Preferred)
Ability to Commute:
- Sarasota, FL 34240 (Preferred)
Work Location: In person
