Construction Project Coordinator

• Review and interpret architectural drawings to support construction estimating.
• Participate in project handoff meetings with estimating and project management teams.
• Prepare and distribute project startup documents, including kickoff packages and construction schedules.
• Create and maintain organized project folders, digital platforms, and document templates.
• Prepare bid documents, procurement sheets, and proposals for submission.
• Support trade award processes, including coordination with suppliers and subcontractors.

• Order materials and coordinate with suppliers to ensure timely delivery to job sites.
• Track and log RFIs, submittals, shop drawings, and change orders, ensuring timely responses and resolutions.
• Update job records and procurement sheets on digital platforms.
• Communicate with site supervisors, trades, designers, and external consultants to ensure alignment on all technical and scheduling matters.
• Act as the first point of contact for trades and suppliers regarding drawings, specifications, or technical issues.
• Support the creation and tracking of site documentation, including daily reports, photos, and deficiency lists.
• Support weekly site meetings; distribute agendas and meeting minutes.

• Provide administrative support to executive leadership, designers, office manager, and external business partners.
• Perform extensive research as required for project-specific and business development tasks.
• Manage and coordinate both business and personal emails: monitor, prioritize, take action, and organize archives.
• Coordinate internal and external meetings, appointments, and events across business and personal scopes.
• Support the Executive with all administrative matters, including corporate and personal logistics and document management.
• Create and maintain personal and company-wide files (digital and physical).

• Support ongoing in-house projects such as Tranual setup, SOP creation, and workflow documentation.
• Assist in developing standard operating procedures, organizational charts, and process improvement documentation.
• Contribute to the implementation and setup of new platforms, apps, and business software.
• Act as the primary technical support for trade partners needing support with internal systems or digital tools.

• Maintain accurate record-keeping for both online systems and physical documents.
• Distribute and organize incoming/outgoing mail.
• Combine and manage trade and supplier records into master lists for easy access and reference.
• Ensure proper handling, filing, and tracking of construction-related and corporate documentation.

• Coordinate material ordering, delivery logistics (local and out-of-town), and track inventory needs.
• Arrange and manage all shipping, receiving, and delivery schedules for project sites and office needs.

• Assist in preparing and distributing deficiency lists and follow-up logs.
• Collect, organize, and deliver close-out documents such as manuals, warranties, and as-builts.
• Support post-construction follow-up including warranty tracking and client feedback.

• Strong time management and multitasking skills; ability to meet strict deadlines.
• High attention to detail with the ability to manage complex project documentation.
• Excellent communication skills to liaise effectively with trades, suppliers, executives, and clients.
• Ability to work independently, take initiative, and manage competing priorities.

• 3-4 years of construction administration experience
• Critical thinking, independent problem solving
• Think outside the box
• High work ethic
• Experience supporting a project manager or construction manager preferred
• Excellent keyboarding, spelling, grammar, and proofreading skills.
• Exceptional attention to detail with respect to proofreading, note-taking, and data monitoring and recording, with a limited margin of error.
• Expert knowledge, experience and proficiency in a variety of computer applications, including Buildertrend, Word, Excel, PowerPoint, Adobe, Microsoft Office and related applications DropBox, ClickUp, Lucid Chart
• Excellent written and verbal communication and interpersonal skills
• Excellent problem-solving, analytical, and research skills.
• A strong commitment to confidentiality and privacy.
• Demonstrated leadership, initiative, organization, planning and multi-tasking skills.
• An excellent team player committed to contributing to a positive working environment.
• Ability to work within a team independently and collaboratively, as required, and with limited supervision.
• Excellent communication Skills

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