Construction Project Coordinator

Position SummaryThe Project Coordinator is responsible for coordinating the administrative execution and documentation of commercial construction projects throughout the project lifecycle. This position plays a critical role in ensuring projects are organized, documented, and executed efficiently while maintaining client's construction's core values and it's commitment to exceptional customer service, quality, and timely project delivery.The Project Coordinator serves as the central hub for project documentation, communication, and workflow management, allowing Project Managers to focus on client relationships, subcontractor management, budgeting, scheduling, and overall project execution.This position requires exceptional organizational skills, attention to detail, strong communication abilities, and the ability to manage multiple priorities in a fast-paced commercial construction environment.Decision Making & AuthorityThe Project Coordinator exercises independent judgment in prioritizing administrative workflows, coordinating project documentation, identifying missing information, following up on outstanding action items, and recommending process improvements. This position is expected to proactively resolve routine administrative issues and escalate matters involving project scope, contract terms, cost, schedule, safety, or significant risk to the assigned Project Manager. The Project Coordinator serves as the primary administrative owner of project documentation and document control throughout the lifecycle of assigned projects.While the Project Manager retains overall responsibility for project execution, the Project Coordinator is expected to independently manage the administrative processes necessary to support successful project delivery.Essential Functions / Primary ResponsibilitiesProject Administration & CoordinationSupport Project Manager(s) in day-to-day project operations on all assigned projectsMaintain organized project files (contracts, drawings, specs, correspondence)Ensure project records remain accurate, complete, and currentServe as the primary administrative point of contact for project documentation between the owner, designers, subcontractors, vendors, inspectors, and internal staffSchedule meetings, prepare agendas, draft meeting minutes, and distribute meeting minutesPrepare documentation for all project meetingsTrack action items from meetingsFollow up with subcontractors and designers on outstanding itemsMaintain project contact and distribution listsSet up projects in project management systemsEnsure all project documentation related to insurance and bonding remain currentMaintain project test reports and assist with third party inspectionsCoordinate directly with permitting authorities on behalf of assigned project managersEnsure all field reporting and documentation is being completed timely (daily reports, rain logs, inspections, & etc.)Support continuous improvement of project administration processesAssist in developing and maintaining company SOPs, templates, forms, and workflow documentation.Document ControlManage, track, and process submittals, RFIs, ASIs/Drawing Revisions, and change ordersMaintain up to date logs for submittals, RFIs, ASIs/Drawing Revisions, and change ordersMaintain up-to-date drawings & specifications and distribute revisionsEnsure all documentation is properly logged and stored in project management systems (Procore/Red Team/Autodesk, etc.) and within company electronic & paper filing systemsEnsure all project documentation is distributed to the appropriate project stakeholdersEnsure all project stakeholders are using the most current project documentsProcurement & Subcontract SupportCoordinate the timely preparation, execution, distribution, and tracking of subcontracts and purchase orders.Track material deliveries and long-lead itemsCoordinate with vendors and suppliers to confirm schedulesAssist administrative staff in maintaining up to date credentials for subcontractorsScheduling & ReportingAssist project managers in updating project schedulesTrack project milestones and keep entire project team up to date on schedule statusHelp develop/prepare project reports for internal and client useFinancial & Cost SupportCoordinate the monthly progress billing process and ensure the timely review and approval of subcontractor/vendor invoices by project managersTrack commitments and change ordersEnsure budget updates are completed by project managers by the 10th of each monthCloseout & TurnoverManage project closeout process (O&M manuals, warranties, lien releases, as-builts, attic stock, & etc.)Maintain punch list documentation and coordinate status updates through project completionCoordinate the scheduling and documentation of client trainingSecondary ResponsibilitiesAssist preconstruction department as neededSupport marketing effortsCross-train with other administrative staffOther duties as assignedSupport company process improvementsQualificationsRequired:Current Notary Public commission in the state of Georgia or must be willing and able to obtain a Notary Public commission within 90 days of hire. The company will provide reasonable assistance and reimbursement for required application and commissioning fees.Preferred:Associate's degree in Construction Management, Business Administration, or related field. Equivalent commercial construction experience will be considered.ExperienceRequired:2+ years commercial construction project coordination, assistant project management, or related experience.Experience supporting Project Managers.Familiarity with commercial construction documents.Preferred:Experience working for a commercial General ContractorExperience with Design+Build and CM at Risk projectsExperience using construction project management softwareTechnical SkillsProficient with Microsoft Office 365 (Outlook, Word, Excel, & PowerPoint)Microsoft ProjectMicrosoft TeamsExperience with construction project management software (Procore / RedTeam / Autodesk)Experience with PDF editing software (Bluebeam / Adobe Acrobat)Ability to manage electronic document management systemsStrong keyboarding and data entry skills with high accuracyExperience with document formatting and professional correspondenceProficiency using cloud-based file sharing platforms (ShareFile, OneDrive, SharePoint, Dropbox, etc.)Ability to use office equipmentBasic understanding of construction drawings and specificationsExperience with video conferencing platforms (Microsoft Teams, Zoom, & etc)Familiarity with electronic signature platforms (Docusign, & etc.)