Job Description
Job Description
This position will work closely with project managers, estimators, subcontractors, vendors, and company leadership to assist with daily project coordination, administrative responsibilities, documentation, scheduling, and communication.
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The ideal candidate is a proactive problem-solver who can manage multiple priorities, meet deadlines, and thrive in a fast-paced construction environment. Previous construction industry experience is strongly preferred.
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Key ResponsibilitiesConstruction Project Coordination\n
\n - Provide daily administrative and coordination support to project managers and construction teams.
\n - Assist with project setup, tracking, and closeout documentation.
\n - Maintain organized project files, contracts, drawings, specifications, and correspondence.
\n - Track project schedules, milestones, deadlines, and deliverables.
\n - Coordinate communication between project managers, subcontractors, vendors, clients, and internal teams.
\n - Assist with preparing and tracking RFIs, submittals, change orders, purchase orders, and other project documentation.
\n - Monitor outstanding project items and follow up to ensure timely completion.
\n - Assist with scheduling project meetings, site visits, inspections, and subcontractor coordination.
\n - Prepare meeting agendas, notes, and follow-up action items.
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Contracts, Subcontractors & Compliance\n
\n - Assist with preparing and distributing subcontract agreements, purchase orders, and change orders.
\n - Track subcontractor documentation to ensure compliance with company and project requirements.
\n - Assist with certified payroll documentation and prevailing wage compliance when applicable.
\n - Maintain project permits, inspection records, and other required documentation.
\n - Assist with project closeout packages, warranties, and final documentation.
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Project Accounting & Administrative Support\n
\n - Coordinate with accounting to ensure project costs and invoices are properly recorded.
\n - Maintain project logs, spreadsheets, reports, and tracking systems.
\n - Assist with general office administration, document preparation, filing, and correspondence.
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Estimating & Bid Support\n
\n - Assist the estimating team with organizing bid documents, drawings, and specifications.
\n - Coordinate subcontractor bid invitations and follow-up communications.
\n - Maintain subcontractor and vendor contact lists.
\n - Track bid deadlines, addenda, and required submission documents.
\n - Assist with assembling and submitting bid packages.
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Qualifications\n
Required:
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\n - Strong organizational skills and attention to detail.
\n - Excellent written and verbal communication skills.
\n - Ability to manage multiple projects, tasks, and deadlines simultaneously.
\n - Proficiency in Microsoft Office, including Excel, Word, and Outlook.
\n - Ability to work independently while supporting multiple team members.
\n - Strong problem-solving skills and a proactive approach to responsibilities.
\n - Professional attitude and ability to handle confidential information.
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Preferred:
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\n - 2+ years of administrative or project coordination experience, preferably in commercial construction.
\n - Familiarity with construction terminology, contracts, and project documentation.
\n - Experience with AIA payment applications, change orders, RFIs, submittals, and lien waivers.
\n - Knowledge of subcontractor compliance requirements, COIs, and certified payroll.
\n - Experience with construction accounting or project management software.
\n - Familiarity with Microsoft Teams, SharePoint, Bluebeam, and ComputerEase.
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Ideal Candidate\n
We are looking for someone who:
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\n - Is highly organized and enjoys keeping projects and people on track.
\n - Takes initiative and follows through without constant supervision.
\n - Is comfortable communicating with subcontractors, vendors, clients, and management.
\n - Can switch between multiple priorities while maintaining accuracy.
\n - Is dependable, professional, and willing to learn.
\n - Works well in a team environment and isn't afraid to jump in wherever needed.
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Job Tags
For subcontractor, Work at office