Office & Project Coordinator – Custom Home BuilderJob Description
We are a leading custom home builder seeking a motivated, highly organized Office & Project Coordinator to join our team. This is a diverse, hands-on role that combines office and administrative support with client coordination, project documentation, permitting, design support, and construction-related tasks.
The ideal candidate is proactive, detail-oriented, comfortable communicating with clients and vendors, and able to manage multiple priorities in a fast-paced custom homebuilding environment.
ResponsibilitiesOffice & Administrative Support
- Assist with day-to-day office operations and provide administrative support to management and team members.
- Manage scheduling, correspondence, document control, and general office organization.
- Answer phones, coordinate meetings, and assist management with scheduling and follow-up as needed.
- Prepare, organize, and maintain project files and documentation, ensuring records are accurate, current, and easily accessible.
- Serve as a point of contact for clients, subcontractors, vendors, and suppliers and help facilitate communication between team members.
- Assist management with correspondence, follow-up, research, and special projects.
- Provide professional and responsive customer service to clients and business partners.
Project, Design & Client Coordination
- Assist with coordinating client meetings, design appointments, selections, and project-related decisions.
- Work with clients, vendors, suppliers, designers, and internal team members to gather and organize project information.
- Assist with product and material research, including pricing, availability, lead times, specifications, and samples.
- Maintain accurate records of project selections, specifications, approvals, and other design-related information.
- Track outstanding client decisions and project deadlines and follow up as needed.
- Assist with preparing and processing project documentation, purchase orders, material orders, and change-related information.
- Communicate approved project information to the appropriate team members, subcontractors, vendors, and suppliers.
- Assist project managers with documentation, material ordering, scheduling information, and progress tracking.
Permitting & Preconstruction Coordination
- Assist with coordination between clients, architects, engineers, consultants, and internal teams during design and preconstruction.
- Maintain familiarity with applicable city, county, and HOA requirements.
- Compile, submit, and track documentation for HOA and architectural approvals.
- Attend and represent the company at HOA meetings as needed.
- Prepare, submit, and track permit applications, including DEP and other agency applications when required.
- Coordinate with municipalities, agencies, architects, engineers, and consultants to obtain required documentation and help keep approvals moving forward.
- Track outstanding permit, design, and preconstruction items and proactively follow up as needed.
Additional Responsibilities
- Maintain accurate project information within Buildertrend and company files.
- Assist with maintaining product samples, vendor information, and office/design resources.
- Help identify missing information or outstanding items that could impact project schedules.
- Provide additional administrative and project coordination support as needed.
- Perform other duties and special projects as assigned.
Qualifications
- Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.
- High attention to detail and strong follow-through.
- Professional and comfortable communicating with clients, subcontractors, vendors, suppliers, and design professionals.
- Strong problem-solving skills and the ability to take initiative.
- Ability to work independently while also collaborating effectively within a team.
- Comfortable working in a fast-paced environment where priorities may change as projects progress.
- Proficiency in Google Workspace, including Docs, Sheets, Drive, Gmail, and Calendar.
- Experience with Buildertrend software is a plus.
- Experience with client selections, interior design, purchasing, permitting, or project coordination is a plus.
- Prior experience in custom homebuilding, residential construction, interior design, or a related industry is strongly preferred.
Schedule: Monday–Friday, 8:00 AM–5:00 PM
Compensation: Pay is dependent upon experience.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Paid time off
- Vision insurance
Experience:
- Construction: 3 years (Required)
Work Location: In person
