Construction Project Coordinator / Administrative Assistant

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.

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.

Key ResponsibilitiesConstruction Project Coordination

• Provide daily administrative and coordination support to project managers and construction teams.
• Assist with project setup, tracking, and closeout documentation.
• Maintain organized project files, contracts, drawings, specifications, and correspondence.
• Track project schedules, milestones, deadlines, and deliverables.
• Coordinate communication between project managers, subcontractors, vendors, clients, and internal teams.
• Assist with preparing and tracking RFIs, submittals, change orders, purchase orders, and other project documentation.
• Monitor outstanding project items and follow up to ensure timely completion.
• Assist with scheduling project meetings, site visits, inspections, and subcontractor coordination.
• Prepare meeting agendas, notes, and follow-up action items.

Contracts, Subcontractors & Compliance

• Assist with preparing and distributing subcontract agreements, purchase orders, and change orders.
• Track subcontractor documentation to ensure compliance with company and project requirements.
• Assist with certified payroll documentation and prevailing wage compliance when applicable.
• Maintain project permits, inspection records, and other required documentation.
• Assist with project closeout packages, warranties, and final documentation.

Project Accounting & Administrative Support

• Coordinate with accounting to ensure project costs and invoices are properly recorded.
• Maintain project logs, spreadsheets, reports, and tracking systems.
• Assist with general office administration, document preparation, filing, and correspondence.

Estimating & Bid Support

• Assist the estimating team with organizing bid documents, drawings, and specifications.
• Coordinate subcontractor bid invitations and follow-up communications.
• Maintain subcontractor and vendor contact lists.
• Track bid deadlines, addenda, and required submission documents.
• Assist with assembling and submitting bid packages.

Qualifications

Required:

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects, tasks, and deadlines simultaneously.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Ability to work independently while supporting multiple team members.
• Strong problem-solving skills and a proactive approach to responsibilities.
• Professional attitude and ability to handle confidential information.

Preferred:

• 2+ years of administrative or project coordination experience, preferably in commercial construction.
• Familiarity with construction terminology, contracts, and project documentation.
• Experience with AIA payment applications, change orders, RFIs, submittals, and lien waivers.
• Knowledge of subcontractor compliance requirements, COIs, and certified payroll.
• Experience with construction accounting or project management software.
• Familiarity with Microsoft Teams, SharePoint, Bluebeam, and ComputerEase.

Ideal Candidate

We are looking for someone who:

• Is highly organized and enjoys keeping projects and people on track.
• Takes initiative and follows through without constant supervision.
• Is comfortable communicating with subcontractors, vendors, clients, and management.
• Can switch between multiple priorities while maintaining accuracy.
• Is dependable, professional, and willing to learn.
• Works well in a team environment and isn't afraid to jump in wherever needed.