Project Coordinator – Construction Management
Company: IronHorn Enterprises
Location: East Syracuse, NY
Department: Construction Management
Employment Type: Full-time
Compensation: $50,000–$60,000/year
About IronHorn Enterprises
IronHorn Enterprises is a growing real estate investment and development firm specializing in industrial and commercial properties across key markets. We are committed to excellence, innovation, and the continued growth of both our portfolio and our team.
Position Overview
IronHorn Enterprises is seeking an organized, motivated, and detail-oriented Project Coordinator to support our Construction Management team. This position will work closely with the Senior Commercial Construction Project Manager, Commercial Construction Project Manager, and Preconstruction Manager to coordinate projects from initial site evaluation and preconstruction through active construction and closeout.
This position has a significant administrative component. The Project Coordinator will be responsible for maintaining project documentation, coordinating schedules and meetings, tracking action items, preparing reports, organizing electronic files, and following up with internal and external stakeholders. Candidates should be comfortable spending a substantial portion of their time performing detailed administrative and document-control work.
The ideal candidate is proactive, dependable, highly organized, and able to manage multiple priorities in a fast-paced environment. This is an excellent opportunity for someone interested in building a career in commercial construction and real estate development while gaining exposure to preconstruction, project management, and field operations.
Key Responsibilities
Administrative and Team Support
- Provide day-to-day administrative support to the Construction Management team.
- Coordinate calendars, meetings, site visits, property tours, inspections, and contractor walkthroughs.
- Prepare and distribute meeting agendas, minutes, action-item lists, and follow-up communications.
- Track open items, deadlines, approvals, and team deliverables to ensure timely completion.
- Maintain project contact lists, calendars, departmental resources, and standardized templates.
- Prepare correspondence, reports, presentations, spreadsheets, and executive-level project updates.
- Assist with invoice routing, purchase orders, contract documentation, and internal approval processes.
- Organize and maintain accurate electronic project files using established naming and filing procedures.
- Support communication and coordination among Construction, Preconstruction, Facilities Management, Leasing, Finance, Legal, and Real Estate teams.
- Perform general administrative and project-related duties as assigned.
Project Coordination
- Support the planning and execution of multiple commercial construction projects.
- Assist with project schedules, milestone tracking, action items, and deadline management.
- Communicate with contractors, vendors, consultants, tenants, and internal stakeholders to keep projects moving forward.
- Follow up on outstanding project items and escalate potential delays or concerns to the appropriate Project Manager.
- Assist with project kickoff, progress, and closeout activities.
- Help coordinate access to properties and active construction areas.
Preconstruction and Bidding Support
- Assist with preparing requests for proposals, bid invitations, scopes of work, and bid packages.
- Coordinate pre-bid walkthroughs and distribute relevant plans, specifications, and project information.
- Track contractor and vendor questions, proposals, clarifications, and required follow-up.
- Organize subcontractor and vendor bids and assist with bid comparisons.
- Support material takeoffs, quantity reviews, and preliminary cost-estimating activities.
- Maintain contractor, vendor, and historical project cost information.
Collaborate with the Preconstruction and Project Management teams to support the procurement of project materials and equipment
- Assist with obtaining vendor quotes, comparing pricing, preparing purchase orders, and coordinating required approvals.
- Track material and equipment selections, submittals, lead times, fabrication schedules, and delivery dates.
- Maintain procurement logs and follow up with vendors and contractors regarding order status, availability, and outstanding information.
- Identify long-lead items and potential procurement delays and promptly communicate concerns to the appropriate Project Manager.
- Coordinate material and equipment deliveries with vendors, contractors, project schedules, and site-access requirements.
- Maintain organized records of quotes, purchase orders, approvals, warranties, and other procurement-related documentation.
Project Documentation and Document Control
- Maintain complete, organized, and accurate project records throughout the project lifecycle.
- Track RFIs, submittals, change orders, proposals, contracts, permits, meeting minutes, and closeout documents.
- Maintain current drawings, specifications, schedules, photographs, and project correspondence.
- Manage document versions and distribution to ensure team members are working from current information.
- Monitor required documentation and follow up with contractors, vendors, and consultants regarding missing or incomplete items.
- Assist with assembling warranties, operations manuals, as-built drawings, lien releases, and other closeout documentation.
Budget and Contract Administration
- Assist with tracking project budgets, commitments, invoices, purchase orders, and change orders.
- Review invoices and supporting documentation for completeness before routing them for approval.
- Maintain cost logs and help identify discrepancies between approved budgets, contracts, and actual expenses.
- Support the preparation of project financial reports and budget updates.
- Coordinate with Finance and other internal departments regarding project documentation and payments.
Field and Quality Support
- Attend project sites and document construction progress through notes and photographs.
- Help monitor project activities for alignment with approved plans, schedules, scopes, and quality expectations.
- Assist with tracking punch-list items, corrective work, inspections, and closeout requirements.
- Communicate field observations and potential issues to the appropriate Project Manager.
- Help maintain professional and productive relationships with contractors, tenants, and project partners.
Qualifications
- Associate or bachelor’s degree in Construction Management, Engineering, Architecture, Business, Project Management, or a related field preferred.
- One to three years of experience in construction, project coordination, administrative support, property management, facilities, real estate, or a related field preferred; relevant internships will be considered.
- Strong administrative, organizational, and time-management skills.
- Ability to manage detailed records, multiple calendars, competing deadlines, and frequent follow-up.
- Excellent written and verbal communication skills.
- Strong attention to detail and commitment to maintaining complete and accurate documentation.
- Ability to take initiative, follow through on assignments, and work effectively in a collaborative environment.
- Working knowledge of commercial construction processes and terminology is preferred.
- Ability to read and interpret construction drawings is preferred.
- Strong proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
- Experience with project management, estimating, or document-management platforms such as Procore, Bluebeam, PlanSwift, or Microsoft Project is a plus.
- Familiarity with AutoCAD, Revit, SketchUp, or similar design software is a plus but not required.
- Valid driver’s license and ability to travel locally to project sites as needed.
Working Conditions
- This position is primarily office-based and includes a substantial amount of administrative, computer, scheduling, reporting, and document-management work.
- Regular visits to active construction sites and company properties will also be required.
- Occasional travel to project sites, contractor meetings, or other company locations may be necessary.
- Site visits may involve walking on uneven surfaces, climbing stairs, and wearing required personal protective equipment.
- The role requires the ability to work effectively in a fast-paced environment and adapt to changing project priorities.
What We Offer
- Hands-on experience across preconstruction, project management, and commercial real estate development.
- Exposure to projects through every stage, from initial evaluation and estimating through construction and closeout.
- A collaborative environment with direct mentorship from experienced construction professionals.
- Opportunities for professional development and advancement within a growing organization.
IronHorn Enterprises is an Equal Opportunity Employer and values diversity at all levels of the organization.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- AD&D insurance
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Ability to Commute:
- East Syracuse, NY 13057 (Required)
Work Location: In person
