Construction Operations Coordinator

Job Description

Job Description

Construction Operations & Project Controls Coordinator

Position Purpose

The Construction Operations & Project Controls Coordinator supports Transylvania Habitat for Humanity’s affordable housing developments, Critical Home Repair Program, and disaster recovery initiatives by coordinating project planning, schedules, documentation, and internal communication.

This position serves as a central point of coordination among construction staff, department heads, organizational leadership, contractors, municipalities, inspectors, engineers, and architects. The Coordinator helps ensure that projects are well organized, properly documented, and completed as efficiently as possible.

The ideal candidate is highly organized, proficient in technology, and skilled at creating systems that improve efficiency and accountability. This position oversees project scheduling, Buildertrend administration, permitting support, project tracking, contractor coordination, reporting, and communication across a growing portfolio of new construction, home repair, and disaster recovery projects.

Reports To

Director of Operations

Work Schedule

Monday – Friday; 8:00 – 4:30

Core Responsibilities:

Construction Planning and Project Coordination

• Serve as the primary administrator for Buildertrend, maintaining project schedules, documents, updates, and internal communication.
• Maintain the master schedule for new construction, Critical Home Repair, and disaster recovery projects.
• Coordinate project timelines, milestones, permitting, inspections, subcontractors, and contractor schedules.
• Monitor project progress and proactively identify potential scheduling conflicts, delays, or documentation gaps.
• Assist construction leadership with the planning and coordination of multiple active projects.
• Ensure project information is current, accessible, and consistently maintained.
• Coordinate across departments to support project readiness, scheduling, funding compliance, and completion.

Critical Home Repair and Disaster Recovery Support

• Coordinate project intake, planning, and scheduling for Critical Home Repair and disaster recovery projects.
• Track projects from application and assessment through construction and completion.
• Maintain timely communication with contractors, inspectors, case managers, funders, and municipal agencies.
• Work with department heads to support the prioritization of projects based on urgency, available funding, staffing capacity, and program requirements.
• Assist with long-term disaster recovery planning and project coordination.
• Help identify barriers that may affect project readiness or completion and work with management and department heads to address them.

Technology and Operational Improvement

• Develop and improve digital workflows that strengthen project coordination and organizational efficiency.
• Create dashboards, schedules, and reports using Buildertrend, Excel, and other software platforms.
• Maintain accurate project databases, electronic records, and shared filing systems.
• Recommend and implement technology solutions that improve communication, accountability, and project visibility.
• Support the continuous improvement and standardization of construction and operational processes.
• Assist staff with the effective use of project management systems and tools.
• Work with management and department heads to identify opportunities for improved coordination, reporting, and workflow efficiency.

Reporting and Administration

• Prepare reports and project updates for leadership, funders, and board committees.
• Track key performance indicators, project milestones, expenditures, grant outcomes, and other required metrics.
• Maintain complete and accurate permitting, inspection, contractor, and project documentation.
• Assist with grant reporting, compliance, and recordkeeping.
• Coordinate internal project meetings, prepare agendas or materials as needed, and document follow-up items.
• Maintain organized and accessible digital project files.

Internal and External Project Coordination

• Work closely with organizational leadership, department heads, construction staff, finance and administrative staff, municipal officials, subcontractors, engineers, architects, and inspectors.
• Coordinate the flow of project information among departments to support informed decision-making and timely follow-through.
• Ensure department heads and management have current information regarding project schedules, delays, documentation needs, funding requirements, and potential risks.
• Coordinate information and documentation needed from external professionals and agencies to keep projects moving forward.
• Promote a collaborative, respectful, and solutions-focused approach across departments and project teams.

Contract and Contractor Administration

·       Maintain contractor and subcontractor documentation, including contracts, certificates of insurance, W-9s, licenses, and other required records.

·       Track contractor agreements, scopes of work, payment documentation, and required compliance materials.

·       Track contractor deliverables and documentation requirements.

Project Budget and Cost Tracking

·       Monitor project budgets, committed costs, actual expenditures, purchase orders, and remaining project balances.

·       Track construction costs and identify potential budget variances or cost overruns. Provide regular budget and cost updates to construction leadership and management.

·       Coordinate with Finance to reconcile project expenses and ensure accurate project cost reporting.

Procurement and Materials Management

·       Coordinate procurement activities for construction, Critical Home Repair, and disaster recovery projects.

·       Coordinate the procurement of materials, equipment, and services while considering cost, quality, availability, lead times, and project requirements.

·       Coordinate and organize quotes, bids, estimates, and vendor information in accordance with organizational purchasing policies.

Qualifications

• Associate’s or bachelor’s degree in construction management, project management, business administration, engineering technology, architecture, nonprofit management, or a related field preferred.
• At least three years of experience in project coordination, construction administration, operations, or a related field.
• Strong project planning, organizational, and time-management skills.
• Ability to manage multiple projects, competing priorities, and deadlines.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Experience using construction or project management software required.
• Experience with Buildertrend strongly preferred.
• Demonstrated experience creating dashboards, reports, schedules, or workflow tracking systems.
• Ability to learn new technology quickly and identify opportunities to improve efficiency.
• Strong attention to detail, follow-through, and problem-solving skills.
• Ability to communicate effectively and professionally with leadership, department heads, staff, contractors, and government or technical professionals.
• Valid driver’s license and reliable transportation.