Administrative Assistant Project Coordinator

Position Summary:The Assistant Project Coordinator is a key support role responsible for the day-to-day execution ofadministrative and financial tasks within the company’s project portfolio. Receiving direction andprocedural guidance from the Project Coordinator, this position assists in maintaining the integrity of all project documentation and financial records. The Assistant Project Coordinator’s primary function is to prepare, process, and track project documents in strict accordance with the established company compliance program. This role is foundational to ensuring that all project information is accurate, current, and properly organized for review and final approval by the Project Coordinator and construction management teams.Essential Functions & Responsibilities:These are the foundational process-development and oversight duties required to establish and enforce portfolio-wide compliance.Support the Project Coordinator in the implementation and maintenance of the company’s project compliance program by diligently following all established procedures, checklists, and workflows.Serve as a primary resource for data entry and records management, ensuring all project information is entered accurately and maintained in an organized manner. Receive mentorship and training from the Project Coordinator on all established administrative procedures, workflows, and standards to ensure consistent application and professional growth.Assist the Project Coordinator in compiling data for various compliance reports and financial summaries for review by the executive team.Uphold a high standard of care in handling all project documents and communications, maintaining confidentiality and professionalism at all times.Maintain and update project records within the Project Management Information System (PMIS) by performing data entry for project control logs, tracking the status of documents, and distributing information as directed by the Project Coordinator.Prepare and assemble Contractor Applications for Payment and Change Order packages for final administrative review by the Project Coordinator, performing initial checks for completeness and mathematical accuracy.Execute the processing of all project related financial documentation under the direction of the Project Coordinator, including compiling backup for client invoices and assisting with the tracking of project costs.Assist in the preparation and distribution of bid documents during the buyout process and help track the receipt of executed contract and purchase order agreements for final audit by the Project Coordinator.Assist in compiling all final closeout documentation, including Owner acceptance forms,warranties, O&M manuals, as-built drawings, and final lien waivers, for final review and approval by the Project Coordinator.Qualifications:Associate’s or Bachelor’s degree in Business Administration, Finance, or a related field is preferred.A minimum of 1-3 years of experience in an administrative or coordinating role, preferably within the construction, engineering, architecture, or real estate development industry.Exceptional organizational skills and a high degree of attention to detail are required.Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.High proficiency with the Microsoft Office Suite (Word, Excel, Outlook) is essential. Experiencewith construction project management software (e.g., Ingenious Build, Procore) is a significant plus.Strong written and verbal communication skills and the ability to work effectively with all levels of an organization.Familiarity with standard construction contract and payment application documents is desirable.