Project CoordinatorJob Description
The Project Coordinator is responsible for supporting the Project Managers and Superintendents by ensuring construction projects are organized, documented, and progressing according to schedule. This role serves as the communication hub between clients, architects, engineers, subcontractors, suppliers, and internal team members. The Project Coordinator is expected to be detail-oriented, proactive, highly organized, and capable of managing multiple projects simultaneously.
Primary ResponsibilitiesProject Administration
- Maintain complete project files (digital and hard copy).
- Create and organize project folders.
- Track project milestones and deadlines.
- Update project management software daily.
- Maintain current project documentation.
- Prepare meeting agendas.
- Distribute meeting minutes within 24 hours.
- Track action items until completed.
- Ensure project records remain accurate and organized.
Communication
- Serve as the primary administrative contact for assigned projects.
- Communicate professionally with:
- Clients
- Architects
- Engineers
- Interior Designers
- Vendors
- Suppliers
- Subcontractors
- Building Departments
- Respond to emails promptly.
- Escalate issues requiring management attention.
- Maintain excellent customer service throughout the project.
Scheduling
- Assist in creating construction schedules.
- Update schedules weekly.
- Monitor milestone dates.
- Notify Project Managers of schedule impacts.
- Coordinate inspections.
- Coordinate deliveries.
- Coordinate subcontractor schedules.
- Track long-lead materials.
Documentation
- Process RFIs (Requests for Information).
- Track RFI responses.
- Process Submittals.
- Track Submittal approvals.
- Maintain Revision Logs.
- Maintain Drawing Logs.
- Track Change Orders.
- Update As-Built documentation.
- Maintain Permit Logs.
- Maintain Inspection Logs.
Purchasing
- Prepare Purchase Orders.
- Verify pricing.
- Request vendor quotes.
- Compare bids.
- Issue Purchase Orders.
- Confirm deliveries.
- Track outstanding orders.
- Coordinate material deliveries.
- Verify materials arrive on time.
Budget Support
- Track project commitments.
- Monitor invoices.
- Assist with budget updates.
- Compare actual costs versus budget.
- Track allowance spending.
- Identify potential overages.
- Prepare cost reports for Project Managers.
Permitting & Inspections
- Submit permit applications.
- Track permit status.
- Schedule inspections.
- Maintain inspection records.
- Coordinate correction notices.
- Ensure required inspections are completed on schedule.
Meeting Responsibilities
- Attend project meetings.
- Take detailed notes.
- Document decisions.
- Record deadlines.
- Record assignments.
- Distribute meeting minutes.
- Follow up on outstanding action items.
Client Support
- Prepare client selections.
- Track owner decisions.
- Maintain selection logs.
- Coordinate showroom appointments.
- Communicate project updates.
- Assist with client walkthroughs.
- Prepare closeout documentation.
Closeout Responsibilities
- Prepare punch lists.
- Track punch list completion.
- Coordinate final inspections.
- Assemble warranties.
- Assemble operation manuals.
- Prepare closeout packages.
- Coordinate Certificate of Occupancy documentation.
- Ensure final project documentation is complete.
Daily Tasks
Every day the Project Coordinator should:
- Review emails and respond promptly.
- Update project management software.
- Review project schedules.
- Follow up on outstanding RFIs.
- Follow up on outstanding submittals.
- Track outstanding change orders.
- Verify material deliveries.
- Coordinate subcontractor schedules.
- Prepare meeting notes.
- Update project logs.
- Monitor inspection schedules.
- Communicate with vendors.
- Communicate with clients as directed.
- Assist Project Managers with project needs.
- Keep project documentation organized.
Required Skills
- Excellent organizational skills
- Strong written communication
- Strong verbal communication
- Attention to detail
- Time management
- Ability to multitask
- Problem-solving ability
- Professional demeanor
- Ability to prioritize
- Team-oriented attitude
- Strong computer skills
- Microsoft Office
- Excel
- Bluebeam
- Procore (preferred)
- Buildertrend or similar software
- Construction document management
Pay: $52,907.15 - $63,716.14 per year
Benefits:
- Dental insurance
- Flexible schedule
- Paid time off
- Vision insurance
Work Location: In person
