Construction Project Coordinator - Construction - Base Salary to 90k/year - King of Prussia, PA

Construction Project Coordinator - Construction - Base Salary to 90k/year - King of Prussia, PA

• Our client is a commercial construction company seeking a Construction Project Coordinator to provide administrative and operational support to the Construction team throughout the project lifecycle. This position works closely with Project Managers, field teams, subcontractors, vendors, customers, and accounting to support project setup, construction documentation, billing, job costing, and project records.
• The Construction Project Coordinator will support multiple commercial construction projects while coordinating project administration, subcontractor and vendor documentation, construction billing, accounts payable, and project management systems.

Responsibilities:

• Coordinate the administrative setup of new commercial construction projects.
• Review project contracts and assist with completion of job information and job cost documentation.
• Establish customer and job information within Sage and maintain accurate project records.
• Communicate project-specific requirements to internal team members, including prevailing wage, OCIP/CCIP, billing, and documentation requirements.
• Maintain project addresses, contacts, billing information, and other project information.
• Establish and maintain construction project files throughout the project lifecycle.
• Submit Certificates of Insurance (COIs), W-9s, and other required documentation to general contractors and customers.
• Coordinate OCIP/CCIP enrollment and project-specific compliance requirements.
• Prepare and submit required Good Faith Effort documentation for applicable state-funded projects.
• Assist with the review and notarization of bids, contracts, and other project documents.
• Enter and track approved change orders within Sage, AIA billing documents, and job cost records.
• Coordinate with Project Managers to review change orders prior to monthly billing.
• Maintain project documentation and document control throughout the project lifecycle.
• Support construction document management systems, including PlanGrid.
• Maintain project teams, documents, and licenses within PlanGrid and assist field employees with system-related issues.
• Issue purchase orders and Terms & Conditions to subcontractors.
• Track subcontractor agreements, Certificates of Insurance, and other required documentation.
• Assist subcontractors with project-specific requirements, including OCIP enrollment, LCP Tracker, municipal registrations, and compliance documentation.
• Review subcontractor invoices and coordinate Project Manager approval and invoice revisions.
• Confirm required closeout and compliance documentation is received prior to payment.
• Set up new vendors and subcontractors within Sage.
• Maintain communication with vendors regarding invoices and payment status.
• Prepare monthly AIA billing packages and maintain the construction billing calendar.
• Verify change orders and stored materials are properly reflected in monthly billing.
• Gather supporting documentation for stored materials and other billing requirements.
• Submit project billings through customer-required systems, including email, Textura, Procore, and other platforms.
• Coordinate notarizations, waivers, second-tier waivers, and supporting billing documentation.
• Follow up on billing approvals and complete required revisions.
• Monitor outstanding project invoices and follow up on payment status as invoices age.
• Maintain billing information and payment tracking records.
• Maintain electronic project invoice files.
• Enter approved subcontractor and vendor invoices into Sage.
• Track progress payments to subcontractors and vendors.
• Maintain construction payables and stored-material tracking.
• Coordinate approved invoices for payment.
• Reconcile vendor statements and identify missing invoices.
• Review open purchase order reports and coordinate follow-up.
• Assist with corporate credit card reconciliation, including collecting receipts and allocating expenses to appropriate projects and cost codes.
• Participate in weekly Renovation Team meetings.
• Establish customer accounts and job cost information for renovation projects.
• Collect documentation required to invoice completed renovation work.
• Track subcontractor, supplier, and project purchases.
• Prepare customer invoices and coordinate posting within Sage.
• Coordinate weekly Toolbox Talk communications and reminders with field employees.
• Serve as an administrative resource for Project Managers and field teams.
• Maintain current project documentation, billing requirements, subcontractor information, and internal records.

Qualifications:

• 2+ years of project coordination, construction administration, project accounting, or similar experience.
• Strong Microsoft Excel, Outlook, and general computer skills.

Compensation:

• Base salary in the 75k - 90k/year range plus full benefits (medical, dental, vision, 401k).

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