Commercial Construction Project Coordinator

We are a dynamic general contractor closely affiliated with a prominent real estate development firm. Our approach blends the expertise of construction management with the strategic vision of developers, ensuring that every project is executed seamlessly from inception to turnover. Our mission is to enrich the quality of life in our communities by being the leading provider of real estate solutions today and tomorrow by building on our strong foundation of integrity and on our commitment to associates, clients, shareholders, and communities.

Position Summary

The project Coordinator provides administrative, financial and operational support for the commercial construction projects from project startup through closeout. This position serves as a key liaison between project managers, superintendents, subcontractors, consultants, owners, accounting and development team members to ensure projects are properly documented, compliant and progressing according to schedule and budget.

The ideal candidate is highly organized, detail-orientated and capable of managing multiple priorities in a fast-paced environment while maintaining exceptional customer service and professionalism.

Essential Duties and Responsibilities

1. Project Administration and Coordination

• Provide administrative support to Project Managers, Superintendents and Construction Leadership.
• Serve as a primary point of contact for subcontractors, consultants, vendors, and internal stakeholders regarding project documentation, contracts, insurance, and invoicing compliance requirements.
• Coordinate project startup activities, including project setup within Procore, Nexus, Sage, and other company systems.
• Maintain accurate project records, files, logs, and digital documentation throughout the project lifecycle.
• Support field and office teams to ensure projects remain organized and on schedule.
• Assist with project closeout activities and documentation.
• Collect required contractor certifications and support documentation to ensure compliance with applicable funding program requirements. Prepare and organize submission packages.
• Act as liaison between subcontractors, insurance vendors, legal counsel, and project teams.

2. Contract Administration

• Prepare, issue, route and track subcontractor agreements, owner contracts, purchase orders, consultant agreements, architectural contracts, and engineering agreements.
• Administer AIA contracts and related construction documentation.
• Route contracts and related documents through Docusign for execution.
• Track contract status and maintain executed agreements in Procore, SharePoint, and company filing systems.
• Maintain contract logs and ensure project documentation remains current and audit ready.

3. Change Order Management

• Prepare and process subcontract change orders.
• Prepare owner change requests and owner change orders.
• Coordinate approvals, routing, execution, and distribution of all change order documentation.
• Ensure executed change orders are properly filed and synchronized with accounting and project management systems.

4. Insurance & Compliance Administration

• Coordinate subcontractor insurance enrollment and compliance requirements using the vendor information verification system.
• Manage subcontractor compliance, records, and documentation in the vendor information verification system.

5. Financial & Invoice Processing

• Process construction invoices and pay applications
• Review subcontractor billing against contract values, approved change orders and project records.
• Identify discrepancies and coordinate resolutions with subcontractors and project teams.
• Route invoices for approval and payment processing.
• Coordinate with Accounting regarding vendor setup, invoice coding, payment status and project cost tracking.
• Verify required supporting documentation prior to payment release, including:
  • Lien Waivers
  • Insurance Documentation
  • Stored material documentation
  • Project compliance requirements
• Assist with budget tracking, project reporting and cost documentation as requested.

6. Document Control & Project Systems

• Maintain organized digital project files in Procore, SharePoint, and company databases.
• Ensure project information is accurate, complete, and readily accessible.
• Support document retention and audit requirements.

7. Cross-Departmental Support

• Prepare and administer contracts for development-related consultants, architects, engineers and service providers.
• Assist with documentation associated with development and construction activities.
• Prepare and facilitate routing of other cross-departmental contracts.

8. Department Administrative Support

• Coordinate departmental events, meetings, training sessions, and team functions.
• Manage office and project-related supply inventories and ordering.
• Coordinate annual apparel and branded merchandise orders for field staff.
• Assist with travel arrangements, calendars, meeting scheduling and departmental communications.
• Process company credit card transactions and support documentation.
• Collect receipts and prepare monthly expense reconciliation packages.
• Support special projects and initiatives as assigned.
• Provide general administrative to the construction services team.

Requirements

• Associate’s degree in business administration, Construction Management, Project Management, Accounting, or related field preferred. Equivalent combination of Education and experience will be considered.

• 3+ years if administrative, project coordination, construction administration or related experience preferred. Experience within commercial construction, real estate development, architecture, engineering, or related industry strongly preferred.

Success Factors

• Advanced organizational and document management skills.

• Strong attention to detail with a commitment to accuracy and process improvement.
• Ability to thrive in a fast-paced commercial construction environment while supporting multiple projects concurrently.

• Strong customer service mindset and relationship-building skills.
• Strong understanding of contracts, change orders, pay applications, and project closeout documentation.
• Excellent verbal and written communication skills.
• Experience with Procore, Sage, Nexus, and Docusign preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, Teams, and SharePoint.
• Ability to maintain confidentiality and exercise sound judgement.

• Exceptional organization and follow-through.
• Strong collaboration with field and office teams.