Construction Operations & Project Controls Coordinator
Company: STACO Building Company
Location: Remote, with travel to active project sites as needed
Employment Type: Full-Time
Reports To: Operations Manager
About STACO Building Company
STACO Building Company is a growing general contractor and construction services company supporting residential, commercial, industrial, pre-engineered metal building, renovation, and specialty construction projects.
As STACO’s project volume continues to grow, we are seeking an organized and construction-minded professional to strengthen coordination between our office, field teams, subcontractors, vendors, clients, and affiliated companies.
Position Summary
The Construction Operations & Project Controls Coordinator will provide company-wide coordination and administrative support to STACO’s Operations Manager and project teams.
This position will help maintain visibility across STACO’s upcoming and active projects by tracking schedules, manpower information, project documentation, billing requirements, change orders, subcontractor records, bid deadlines, and outstanding action items.
The coordinator will serve as an important connection between STACO’s office and field operations. This individual will gather and organize the information needed by the Operations Manager, Project Managers, Superintendents, accounting personnel, and executive leadership to make informed decisions and keep projects moving forward.
This is not a final decision-making or project-approval position. The coordinator will not independently approve budgets, change orders, contracts, workforce assignments, or project commitments. Instead, this person will make sure that information is accurate, deadlines are tracked, documents are organized, and required follow-ups are completed.
The ideal candidate is proactive, detail-oriented, comfortable working with both office and field personnel, and capable of managing numerous priorities across multiple construction projects.
Key ResponsibilitiesProject Portfolio Coordination
· Maintain a current list of STACO’s upcoming, preconstruction, active, paused, and closing projects.
· Collect project updates from the Operations Manager, Project Managers, Superintendents, field personnel, subcontractors, and other responsible parties.
· Update project dashboards and trackers with current schedule information, percentage complete, manpower assignments, billing status, change-order status, procurement needs, major risks, and next required actions.
· Prepare draft weekly project-status summaries for review by the Operations Manager.
· Track important project milestones, including permitting, mobilization, material deliveries, inspections, billing deadlines, substantial completion, and closeout.
· Maintain action-item logs showing the responsible person and due date for each outstanding item.
· Follow up on missing information, overdue responses, and unresolved project needs.
· Bring significant schedule conflicts, documentation gaps, billing delays, or operational concerns to the Operations Manager’s attention.
· Help ensure that projects do not stall because required paperwork, approvals, communication, or follow-up has been overlooked.
Scheduling and Field Operations Support
· Maintain the master construction calendar showing active projects, anticipated start dates, major milestones, superintendent assignments, crew locations, and equipment needs.
· Gather scheduling information from Project Managers and Superintendents and enter approved updates into company systems.
· Assist the Operations Manager with preparing weekly and multi-week manpower schedules.
· Track anticipated project completions and upcoming mobilizations so leadership can plan future crew assignments.
· Coordinate approved travel, lodging, transportation, and mobilization details for field teams.
· Communicate approved assignments, project contacts, reporting instructions, and travel information to field personnel.
· Confirm that field teams have access to current plans, scopes of work, schedules, contact information, and other required documentation before mobilization.
· Follow up with field leadership regarding daily reports, progress photographs, time records, inspections, material needs, and identified project issues.
· Track manpower shortages, scheduling conflicts, and upcoming resource needs for review by the Operations Manager.
The coordinator may prepare and communicate scheduling information but will not independently assign personnel, approve overtime, relocate crews, or commit STACO to project dates without authorization.
Project Setup, Documentation, and Controls
· Assist with transferring awarded projects from estimating and preconstruction into active construction.
· Assemble project setup packages containing contracts, proposals, scopes, plans, specifications, estimates, schedules, contacts, billing instructions, and other relevant information.
· Maintain project setup checklists and confirm that required documentation is collected before work begins.
· Schedule kickoff, preconstruction, project-status, and closeout meetings as directed.
· Prepare meeting agendas, record key decisions, distribute meeting notes, and track assigned follow-ups.
· Organize project folders and maintain consistent document-control practices.
· Confirm that Project Managers, Superintendents, and field teams receive current approved drawings, specifications, revisions, and change documents.
· Maintain logs for requests for information, submittals, change events, change orders, purchase orders, subcontracts, material orders, inspections, pending decisions, and closeout documents.
· Route documents to the appropriate parties for review, approval, signature, or response.
· Track document deadlines and follow up on overdue items.
· Help prevent outdated or unapproved documents from being used.
· Collect and organize field records relating to delays, additional work, changed conditions, material shortages, and project disruptions.
· Maintain accurate electronic records in Procore, Basecamp, Time Tracker, Safety Cloud, or other approved company systems.
Billing, Invoice, and Change-Order Support
· Maintain a billing calendar for active projects.
· Track deadlines for client invoices, pay applications, schedules of values, subcontractor invoices, lien waivers, retention, and other payment-related documentation.
· Gather percentage-complete information and billing support from Project Managers, Superintendents, subcontractors, and field records.
· Prepare draft billing packages for management review and approval.
· Route subcontractor and vendor invoices to the appropriate manager for review.
· Track invoice approval status and follow up on missing, incorrect, or incomplete documentation.
· Help verify that invoices reference the correct project, purchase order, subcontract, cost code, and approved scope.
· Coordinate with accounting regarding approved invoices, payment status, missing documentation, and outstanding client payments.
· Maintain logs of submitted client invoices, outstanding balances, retention, and anticipated payments.
· Notify the Operations Manager of invoices or pay applications at risk of being delayed.
· Assist with reconciling project records against accounting information when discrepancies arise.
· Maintain a current log of potential, pending, submitted, approved, rejected, and billed change orders.
· Collect supporting information for changes, including field records, photographs, subcontractor quotations, labor information, material costs, correspondence, and schedule impacts.
· Prepare draft change-order packages for review by the Project Manager or Operations Manager.
· Track whether approved changes have been incorporated into project budgets, schedules of values, billing, purchase orders, and subcontract agreements.
· Escalate unapproved additional work or incomplete change documentation to the Operations Manager.
The coordinator will support billing and change administration but will not independently approve payments, certify percentage complete, negotiate disputed invoices, authorize changes, or release company funds.
Bid, Subcontractor, and Vendor Coordination
· Maintain a calendar of upcoming bid opportunities, pre-bid meetings, site visits, requests for information, addenda, and submission deadlines.
· Organize plans, specifications, bid forms, insurance requirements, bonds, subcontractor lists, and other solicitation documents.
· Assist with distributing approved bid invitations and scope packages to subcontractors and vendors.
· Maintain bid solicitation and response logs.
· Follow up with subcontractors and vendors regarding outstanding quotations.
· Track addenda and confirm that current bid information is distributed to applicable parties.
· Schedule bid-review meetings and help compile completed bid forms, qualification packages, references, safety information, and company documentation.
· Maintain historical information regarding submitted bids, awarded projects, unsuccessful bids, and available bid results.
· Assist with transitioning awarded opportunities into project setup.
· Maintain subcontractor and vendor contact information, trade capabilities, service areas, licensing, insurance status, and prior project involvement.
· Send approved onboarding packages and collect W-9s, certificates of insurance, licenses, safety documentation, references, and signed agreements.
· Track expired or missing subcontractor documentation.
· Assist with preparing subcontract and purchase-order packages using approved information.
· Track subcontractor commitments, invoices, changes, closeout documents, warranties, and performance feedback.
· Route subcontractor and vendor questions to the appropriate Project Manager, Superintendent, or Operations Manager.
The coordinator will support the estimating and subcontractor process but will not establish final pricing, approve markups, negotiate final contracts, or independently decide which opportunities STACO will pursue.
Communication and Project Closeout
· Help maintain consistent communication between STACO leadership, Project Managers, Superintendents, field teams, subcontractors, vendors, clients, accounting personnel, and affiliated companies.
· Direct questions to the correct responsible party and follow through until an answer or decision is received.
· Draft routine project correspondence for management review.
· Ensure that significant field updates, client requests, and project decisions are documented.
· Escalate urgent safety, schedule, cost, contract, payment, or client concerns immediately.
· Maintain project closeout checklists.
· Track punch-list completion and outstanding corrective work.
· Collect warranties, operations and maintenance manuals, as-built information, inspection approvals, releases, lien waivers, photographs, and other closeout records.
· Track final invoices, retention, subcontractor closeout requirements, and client acceptance.
· Confirm that final project files are complete and properly archived.
· Schedule project closeout and lessons-learned meetings.
· Document lessons that may improve future estimating, scheduling, project setup, and construction execution.
· Assist with developing templates, checklists, trackers, and standard procedures at the direction of the Operations Manager.
Authority and Role Boundaries
The Construction Operations & Project Controls Coordinator is responsible for coordination, organization, documentation, tracking, and follow-through.
Final authority remains with the Operations Manager, Project Manager, executive leadership, or another specifically authorized individual.
Unless expressly authorized, this position will not independently:
· Approve project budgets or change orders.
· Execute contracts, subcontracts, or purchase orders.
· Commit STACO to pricing, schedules, or project terms.
· Assign or relocate employees and crews.
· Approve overtime or company expenditures.
· Certify project completion or approve invoices for payment.
· Negotiate final contractual or financial disputes.
· Directly manage Project Managers, Superintendents, or field employees.
· Make final decisions regarding project strategy, staffing, or profitability.
Minimum Qualifications
· Three or more years of experience in construction project coordination, project administration, assistant project management, project controls, construction accounting support, or a related position.
· General understanding of construction project phases from bidding and preconstruction through construction and closeout.
· Experience working with construction plans, specifications, scopes of work, contracts, purchase orders, subcontracts, change orders, invoices, or pay applications.
· Strong organizational skills and consistent attention to detail.
· Ability to manage numerous deadlines, documents, and open items across multiple projects.
· Strong written and verbal communication skills.
· Ability to communicate professionally with executives, Project Managers, Superintendents, field personnel, subcontractors, vendors, clients, and accounting personnel.
· Proficiency with Microsoft Outlook, Word, and Excel.
· Experience using electronic project-management, scheduling, or document-control systems.
· Ability to learn STACO’s systems, procedures, and reporting requirements.
· Valid driver’s license and ability to travel occasionally to project sites.
· Ability to handle contracts, pricing, personnel information, and financial records confidentially.
Preferred Qualifications
· Associate or bachelor’s degree in Construction Management, Business Administration, Accounting, Engineering Technology, or a related field.
· Experience working for a general contractor, specialty contractor, or design-build contractor.
· Experience with Procore or another construction-management platform.
· Experience supporting construction billing, schedules of values, pay applications, change orders, lien waivers, or accounts receivable.
· Experience coordinating field travel, lodging, equipment, or project mobilizations.
· Experience assisting with public or private construction bids.
· Familiarity with pre-engineered metal buildings, residential construction, commercial construction, renovations, or self-performed work.
· OSHA 10-Hour or OSHA 30-Hour Construction certification.
Equivalent construction experience may be considered in place of formal education.
Core Competencies
The successful candidate will demonstrate:
· Strong organization and attention to detail.
· Consistent follow-through and accountability.
· Construction awareness and practical judgment.
· Clear written and verbal communication.
· Schedule and deadline discipline.
· Professional persistence when collecting information.
· Ability to prioritize competing needs.
· Comfort working with both office and field personnel.
· Ability to recognize missing or inconsistent information.
· Willingness to ask questions and escalate concerns.
· Ability to work independently within established authority.
· A service-oriented approach toward project and field teams.
· Interest in growing into increased construction-management responsibility.
Growth Opportunity
This position provides broad exposure to construction operations, project controls, scheduling, billing, subcontractor coordination, estimating support, and project administration.
Based on performance, experience, and company needs, the employee may have opportunities to advance into an Assistant Project Manager, Construction Project Manager, Project Controls Manager, or another expanded construction-operations role.
Work Environment
This is primarily an office-based position with occasional travel to project sites.
The employee must be able to work in a fast-paced environment, adjust priorities as project conditions change, communicate with active construction teams, and safely access jobsites when necessary.
Occasional extended hours may be required to support bid deadlines, billing periods, mobilizations, project emergencies, or other time-sensitive construction needs.
Equal Employment Opportunity
STACO Building Company is an equal opportunity employer. Employment decisions are based on qualifications, experience, performance, and business needs without unlawful discrimination based on any protected status.
Pay: From $65,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
- Vision insurance
Work Location: Hybrid remote in London, KY 40744
