Position Summary
The Office & Project Coordinator supports the owner in the day-to-day administration and coordination of construction projects, from client onboarding through project closeout. This role handles scheduling, documentation, and communication across clients, subcontractors, and field teams — freeing up the owner to focus on business development, larger project oversight, and client relationships.
Key Responsibilities
Project Support & Coordination
- Help maintain project schedules and track day-to-day progress against milestones.
- Coordinate logistics with subcontractors, suppliers, and inspectors (scheduling, confirmations, follow-ups).
- Serve as first point of contact for subs and vendors on routine scheduling and logistics questions.
- Flag potential delays or issues to the owner early.
Documentation & Administration
- Maintain organized digital and physical project files.
- Prepare and organize subcontracts, purchase orders, and permit applications for owner review/signature.
- Track submittals, drawings, and project documentation.
- Assist with permit applications and regulatory paperwork.
Client & Communication Support
- Support client onboarding — paperwork, scheduling initial meetings, gathering project info.
- Provide clients with regular status updates on active projects (under owner's direction).
- Attend project meetings and document meeting notes/action items.
- Maintain communication flow between office and field crews.
Administrative & Office Support
- General office management — calendars, correspondence, filing systems.
- Track invoices and expenses for owner review (data entry/organization, not budget decision-making).
- Assist in preparing pay applications and billing paperwork for owner approval.
Quality & Compliance
- Help track punch lists and closeout documentation.
- Support adherence to safety and company procedure checklists.
Qualifications
Education
- Associate's or Bachelor's degree preferred (Business, Construction Management, or related) — not required with relevant experience.
Experience
- 1+ years in office administration, construction admin, or coordination role preferred.
- Entry-level candidates with strong organizational skills will be considered.
Skills & Competencies
- Strong organizational and time-management skills.
- Excellent written and verbal communication.
- Proficient in Microsoft Office (Excel, Word, Outlook).
- Comfortable learning construction management software (Buildertrend, Procore, etc.) — no prior experience required.
- Detail-oriented, self-directed, comfortable in a small-team/fast-paced environment.
Physical Requirements
- Occasional job site visits; ability to walk construction areas.
- Occasional lifting up to 25 lbs.
Work Environment
- Primarily office-based with occasional job site visits.
- Standard business hours.
Job Type: Full-time
Location: San Dimas, CA 91773 — In person
Pay: $27.00 - $33.00 per hour
Experience:
- Construction: 1 year (Required)
Work Location: In person
