Position Summary
The Project Coordinator is responsible for coordinating the administrative, financial, and documentation processes that support construction projects from project setup through closeout. This role serves as the primary administrative partner to the Project Management team, ensuring projects are established accurately, documentation is maintained, owner billings are completed on time, and project information flows effectively between Operations and Accounting.
The Project Coordinator reports to the Senior Project Manager while working closely with the accounting team and project managers to support successful project execution. The Project Coordinator will be based in the Flora, MS office.
Subcontractor Administration
- Prepare, distribute, and track subcontract agreements.
- Get subcontractors approved by the owner according to contract terms.
- Verify subcontractor compliance requirements including insurance certificates, licenses, bonds, W-9s, safety documentation, and contract documents.
- Monitor COI expiration dates and manage commitments inside of Sage.
- Process subcontract change orders and maintain accurate change order logs.
- Prepare and verify subcontractor pay applications for accuracy and contract compliance.
- Coordinate approval of workflows for subcontractor invoices and payments.
Procurement & Material Management
- Create and issue purchase orders for project materials and services.
- Assist with coordinating with vendors and suppliers to obtain pricing, availability, and lead times, and deliverables.
- Track material procurement schedules and delivery dates, assuring critical path materials to not delay projects. Communicate delivery status and potential supply chain issues to project management.
- Set up processes with field to track material deliveries. Provide backup to approve vendor invoices and create invoices. Coordinate wire times with AP.
Owner Billing & Contract Administration
- Prepare and submit monthly owner pay applications and supporting documentation.
- Coordinate with Project Managers to ensure billing accurately reflects completed work.
- Track billing deadlines and ensure all owner invoices are submitted on time and in accordance with contract terms.
Project Documentation & Reporting
- Maintain organized project files on the server.
- Manage project correspondence, transmittals, submittals, and document control.
- Track requests for information (RFIs), submittals, and change orders.
- Assist Project Managers with project startup and closeout documentation.
- Coordinate project closeout requirements including warranties, lien waivers, as-builts, and final documentation.
- Set up new projects in Sage, including project budgets, budget modifications, adding cost codes, contract changes, and owner A/R billing setup.
- Enter owner billings into Sage and maintain accurate project financial records.
- Assist in identifying missing costs, documentation, or discrepancies to support accurate project financial reporting.
Team Coordination
- Support Project Managers overseeing multiple concurrent projects.
- Serve as the primary administrative support partner to the Senior Project Manager and Project Managers across multiple active projects.
- Proactively coordinate communication and follow up with Project Managers, Accounting, subcontractors, vendors, clients, and other stakeholders to help keep projects on schedule.
- Build strong working relationships with the Project Management team through regular collaboration, responsiveness, and dependable support.
- Identify opportunities to improve project administration processes and assist with special projects and operational initiatives as assigned.
- Attend project meetings, document action items, and follow through on assigned responsibilities.
Malouf Construction LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin. We have formulated an affirmative action program to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.