Are you organized, detail‑driven, and energized by keeping operations running smoothly?
At Groundworks, North America’s leader in foundation solutions, our Production Administrative Assistants are essential partners to our field and leadership teams—providing the coordination, accuracy, and follow‑through that keep projects on track. From scheduling support and paperwork management to communication and data accuracy, your work directly supports our crews and ensures a seamless customer experience. If you thrive in a fast‑paced environment and want a stable role with growth opportunities at a nationally respected company, this position is built for you.
Job Purpose
The Construction Project Coordinator plays a pivotal role in providing support to Eco Soil operations through project setup, permitting, billing, forecasting coordination, and system management across BuilderTrend and Microsoft Business Central. This role partners closely with Sales, Operations, Project Management, and Finance to support accurate project execution, revenue tracking, and operational reporting.
Duties and Responsibilities
Sales & Job Setup
Manage sales leads, customer profiles, job setup, and document repositories within BuilderTrend
Configure project details and assign jobs to Project Managers
Maintain sales pipeline reporting and injection start dates
Permitting & Compliance
Manage STEERS permitting, permit submissions, approvals, and inspections
Track permitting timelines and coordinate project closeouts
Change Orders & Revenue Tracking
Manage change orders and forecasting updates within BuilderTrend and Excel
Maintain alignment between sales, forecasting, and operational reporting
Partner with the Branch Finance Manager to support reporting accuracy
Accounts Receivable & Billing
Issue invoices and manage AR follow-up activities
Maintain aging reports, collection notes, and customer communication
Submit payment applications through customer platforms including Procore, KB Patrol, and Pulte
Production & Forecasting Support
Update weekly revenue, KPI metrics, and production reporting
Assist with month-end revenue reconciliation and discrepancy resolution
Support forecasting accuracy with branch leadership and Finance
Research and report operational discrepancies to the Branch Finance Manager
Warranty & Post-Completion Administration
Manage warranty records, lot reporting, and post-injection documentation
Review post-injection invoices and proposals
Qualifications
1-2 years of administrative support experience, preferably in field construction, working with commercial contractors.
Requires excellent communication and interpersonal skills, including verbal and written communication.
Intermediate computer skills utilizing Excel, Word, PowerPoint, Outlook , Adobe (pdf editing).
Knowledge of office management systems and procedures.
High attention to detail and problem-solving skills.
Strong Microsoft Excel skills including pivot tables, reconciliation logic, and upload templates
Experience preparing ERP upload data, preferably within Microsoft Business Central
Understanding of forecasting, AR processes, and month-end support
Dedication to providing excellent customer service
Preferred Qualifications
Commercial construction or specialty trade experience
Advanced BuilderTrend experience including forecasting, invoicing, workflow management, and reporting
Experience within private equity-backed organizations
Exposure to Domo, Procore, or similar project management systems
Working Conditions
The Construction Field Coordinator will work in an office environment and will sit at a local branch.
Physical Requirements
This role will require standing, walking, moving, carrying, bending, reaching, handling, pushing and pulling, driving and lifting.
What We Offer:
- Competitive base pay + bonus based on company performance ($30-45k avg.)
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Annual Tribe Appreciation Tour, holiday & volunteer events
- Upward mobility - we promote from within 80% of the time
- When you win, you own it—our Employee Ownership Program lets you share the upside
- Tuition Reimbursement Program - we invest in your development!
- Work-life balance - 2 weeks PTO and 6 paid holidays
- US: Affordable and comprehensive benefits package including medical, dental, vision, long & short-term disability, company-paid life insurance, 401(k) and company match & paid maternity leave
- Canada: Affordable and comprehensive benefits package including medical, dental, long & short-term disability, and company paid life insurance
