Position Summary
The Construction Coordinator Assistant will provide administrative, project coordination, documentation, and compliance support to the Construction Department. This position will assist with maintaining accurate job cost reports, coordinating project documentation, processing technician timesheets, supporting field safety requirements, reviewing contracts, assisting with parts and material ordering, obtaining permits, and maintaining state contractor licensing.
The ideal candidate is highly organized, technology-savvy, detail-oriented, and comfortable working in a fast-paced construction environment where accuracy and follow-through are essential.
Key ResponsibilitiesProject & Job Cost Coordination
- Maintain and update job cost reports for ongoing construction projects.
- Enter and organize project costs, labor, materials, equipment, and other job-related expenses.
- Review job cost information for accuracy and identify discrepancies or missing information.
- Assist the Construction Department with tracking project budgets and actual costs.
- Maintain organized project files and supporting documentation.
- Assist with tracking project progress, deadlines, and outstanding items.
Technician Timesheets
- Coordinate the collection and completion of technician timesheets for Construction projects.
- Review timesheets for accuracy, including regular hours, overtime, project numbers, and job assignments.
- Follow up with field supervisors and technicians when information is missing or incorrect.
- Ensure Construction Department timesheets are completed and finalized in a timely manner for payroll.
- Maintain organized records of submitted and approved timesheets.
Safety Coordination
- Coordinate required safety training for technicians working at physical job sites.
- Prepare and provide weekly safety training materials to Field Supervisors.
- Maintain records of completed safety training and documentation.
- Follow up with Field Supervisors to ensure required safety topics are reviewed with field personnel.
- Maintain organized safety documentation for each applicable project.
- Assist with ensuring project-specific safety requirements are communicated to the field.
Contracts & Project Documentation
- Assist with reviewing project contracts, specifications, requirements, and related documentation.
- Identify important project requirements, deadlines, documentation requirements, and compliance items.
- Maintain organized copies of contracts, change orders, permits, safety documentation, and other project records.
- Create subcontractor contracts with any companies we sub out work to.
- Assist the Construction Department in ensuring contractual requirements are being tracked and completed.
- Communicate questions or discrepancies to the Construction Manager or appropriate department.
Permits & Licensing
- Pull and obtain required permits for construction projects.
- Research permitting requirements and communicate requirements to the appropriate personnel.
- Maintain records of active and completed permits.
- Assist with inspections and permit-related documentation when needed.
- Prepare and submit applications for new state contractor licenses.
- Maintain a tracking system for contractor licenses, renewals, expiration dates, and required documentation.
- Research state-specific licensing requirements when the company expands into new states or jurisdictions.
- Ensure licensing documentation is kept current and organized.
Parts & Material Coordination
- Assist with ordering parts, materials, and equipment for construction projects.
- Communicate with vendors regarding pricing, availability, delivery dates, and order status.
- Track outstanding material orders and follow up on delayed items.
- Coordinate with the Construction Department and field personnel regarding material needs.
- Maintain documentation for orders and project-related purchases.
Administrative & Technology Responsibilities
- Maintain organized electronic and physical project files.
- Utilize Microsoft Excel, Outlook, OneDrive/SharePoint, and other company software.
- Create and maintain spreadsheets, trackers, reports, and project documentation.
- Enter and maintain accurate information in company systems.
- Assist with improving department processes and developing tracking systems.
- Communicate professionally with field supervisors, technicians, vendors, customers, and internal departments.
QualificationsRequired
- Strong organizational and time-management skills.
- Excellent attention to detail.
- Strong computer and technology skills.
- Proficiency with Microsoft Excel, Outlook, Word, and other Microsoft Office applications.
- Ability to learn new software and company systems quickly.
- Ability to manage multiple projects and deadlines simultaneously.
- Strong written and verbal communication skills.
- Ability to work independently and follow through on assigned tasks.
- Ability to maintain confidential company and employee information.
- Professional communication skills when working with employees, vendors, customers, and contractors.
Preferred
- Previous experience in construction administration, project coordination, project management, or a related field.
- Experience with job costing or construction accounting.
- Experience with construction contracts.
- Experience pulling permits.
- Experience with contractor licensing.
- Experience coordinating safety training.
- Experience working with field technicians or construction crews.
- Knowledge of HVAC/R, mechanical, electrical, or commercial construction is a plus.
Ideal Candidate
The ideal candidate is someone who:
- Is extremely organized and detail-oriented.
- Is comfortable working with spreadsheets and large amounts of information.
- Can look at a project and determine what needs to be completed and what is still outstanding.
- Is comfortable communicating with field employees and supervisors.
- Can research requirements independently instead of waiting to be told every step.
- Learns software and technology quickly.
- Can manage multiple projects without losing track of deadlines.
- Is comfortable working with contracts, permits, licenses, safety documentation, and project records.
- Takes ownership of their responsibilities and follows through.
- Understands that accuracy is critical when dealing with job costs, payroll hours, permits, contracts, and licensing.
Process Improvement, Software & AI
- Research and evaluate software, applications, and technology that can improve the efficiency and organization of the Construction Department.
- Identify repetitive, time-consuming, or inefficient processes and recommend ways to streamline or automate them.
- Research and implement appropriate AI tools to improve productivity, organization, documentation, communication, reporting, and project coordination.
- Identify opportunities to utilize AI for tasks such as document organization, contract review support, report preparation, data entry, project tracking, scheduling, and administrative workflows.
- Assist in developing and implementing standardized processes, templates, trackers, and automated workflows.
- Stay informed about new software, AI tools, and technology that may benefit the Construction Department.
- Test and evaluate new tools before recommending them for department-wide use.
- Work with management to implement technology solutions that reduce manual work, minimize errors, and improve turnaround times.
- Continuously look for ways to make the Construction Department more efficient through technology, automation, and improved processes.
- Train or assist department personnel with new software, systems, and technology when needed.
- Maintain appropriate security, confidentiality, and company policies when utilizing AI or other technology.
Success in This Position
Success in this role means the Construction Department has accurate and up-to-date job cost reports, completed timesheets, organized project documentation, current safety records, properly obtained permits, accurate material orders, and current state contractor licensing.
This person should become a key support resource for the Construction Department and help keep projects organized, compliant, and moving forward.
Pay: $20.00 - $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Vision insurance
Work Location: In person
