Overview
The project coordinator assistant (PCA) provides administrative, documentation and project coordination support to the project managers throughout the lifecycle of construction projects. This position plays a critical role in maintaining project organization, assisting with contractual compliance, supporting subcontractor and vendor management, coordinating project documentation, and facilitating communication between internal teams, subcontractors, owners, architects, and consultants.
The PCA serves as a central hub for project information and is responsible for ensuring project records, startup documents, contracts, insurance documentation, submittals, RFIs, change orders, closeout documentation, and compliance requirements are accurately tracked, maintained, and distributed.
Essential Duties and Responsibilities
Project Setup & Administration
- · Create and maintain project files, folders, and electronic records in company systems
- · Establish project documentation structures within proper systems and company network drives
- · Create and maintain project directories and contact lists
- · Set up project information, budgets, contracts, and submit invoices to accounting team
- Document Control
- · Maintain complete and accurate project records throughout the project life cycle.
- · Organize, file, and distribute project contracts, drawings, specifications, addenda, clarifications, permits, reports, and correspondence.
- · Ensure project documents are readily accessible and properly archived
- · Tract document revisions and maintain version control.
- · Manage electronic and hard-copy project files
- Contract & Commitment Administration
- · Prepare subcontract agreements and purchase orders at the direction of the Project Manager
- · Follow up with subcontractors and vendors to obtain executed contracts and required documentation
- · Review returned contracts for modifications and escalate concerns to the Project Manager
- · Distribute fully executed agreements and maintain contract records
- · Process commitment change orders and contract modifications as directed
- Insurance & Compliance Management
- · Request, review, and track subcontractor certificates of insurance
- · Verify compliance with contractual insurance requirements
- · Monitor insurance expiration dates and coordinate renewal requests
- Subcontractor & Vendor Coordination
- · Coordinate project startup packages for subcontractors and suppliers
- · Collect and track required project documentation, including:
- · W-9 forms
- · Contractor information forms
- · Safety Documentation
- Closeout Administration
- · Coordinate collection of closeout documentation from subcontractors and suppliers
- · Track warranties, extra stock transmittals, operations and maintenance manual, as-built drawings, certifications, and closeout reports
- · Prepare project closeout packages for owners, architects, and construction managers
- · Assist with final project documentation and archival requirements
- General Project Support
- · Coordinate project-related logistics, reservations, and administrative requests
- · Support field operations by providing timely project documentation and resources
- · Attend pre-construction project meetings as assigned and document key action items
- · Assist with monthly billing as needed
- · Assist with bidding process including but not limited to delivering bids
- · Assist with answering incoming main phone line as needed
- · Perform other duties as assigned to support successful project execution
- · General housekeeping as needed
- · Other Duties as needed
Requirements
- Bachelor's degree preferred. Bi-lingual is preferred by not necessary. Prefer 3+ years of experience in construction, project coordination.
- Proven experience in construction management or a related field with a strong understanding of construction site operations.
- Proficiency in construction management software such as ProCore, Bluebeam, Primavera P6, HeavyBid, or similar tools.
- Strong skills in construction estimating and project scheduling.
- Excellent time management skills with the ability to prioritize tasks effectively.
- Familiarity with contracts related to construction projects is preferred.
- Strong communication skills for effective collaboration with team members and stakeholders.
- Ability to work well under pressure while maintaining attention to detail.
- Previous experience in an architect's or engineering office. Experience in project coordination within the construction industry is highly desirable. Join our team as a Construction Coordinator where you can contribute your expertise while growing your career in a dynamic environment focused on excellence in construction management!
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
Education:
Experience:
- working in architect or construction office: 3 years (Preferred)
Ability to Commute:
- Bakersfield, CA 93314 (Preferred)
Willingness to travel:
Work Location: In person
