Construction Project Coordinator

Job Description

Job Description

Construction Project Coordinator

Location:  Ocala, FL
Pay: $50,000–$60,000/year
Schedule: Monday–Friday | 6:00 AM–2:30 PM or 7:30 AM–4:00 PM

About the Position

We are seeking a highly organized and computer-savvy  Construction Project Coordinator to provide administrative and project support to our Vice President and Project Managers.

This position is responsible for helping coordinate projects from  start-up through closeout , ensuring documentation, purchasing, scheduling, billing, safety requirements, and project records are accurate and completed on time.

We are especially interested in someone with strong administrative experience, advanced computer skills, excellent attention to detail, and the ability to quickly learn new software and processes.

We use  BuildOps and Paylocity , but previous experience with either system is  not required . If you are highly comfortable navigating computers, learning new programs, and working with Word, Excel, Outlook, and PDFs, we would like to hear from you.

What You'll Do

Project Start-Up & Administration

• Set up new projects in company systems.
• Process required notices, including NTO and NTC, and coordinate bonds when applicable.
• Coordinate project permits with the Service Project Coordinator when required.
• Issue subcontractor agreements and purchase orders.
• Verify subcontractor insurance and maintain current documentation.
• Handle special insurance requirements and qualifications outlined in contracts.
• Provide administrative support to the Vice President and Project Managers.

Submittals & Documentation

• Compile and package submittals by specification section.
• Submit documentation to the appropriate parties in a timely manner.
• Assist with miscellaneous project submittals as needed.
• Maintain organized and accurate project documentation.

Project Coordination

• Coordinate ordering, delivery, scheduling, and return of rental equipment.
• Track project requirements and communicate expectations clearly to team members and stakeholders.
• Assist Project Managers with project-related administrative tasks.

Project Accounting

• Assist with monthly project billing in coordination with Project Managers.
• Track change orders and potential change orders.
• Process and verify lien waivers.
• Collect lien waivers from subcontractors.
• Monitor accounts receivable aging for assigned projects.
• Create detailed purchase orders for switchgear, fixtures, and other project materials.

Safety & Compliance

• Handle safety requests from General Contractors and project owners related to company contracts.
• Maintain required safety and compliance documentation.

Project Closeout

• Gather and distribute manufacturer warranties and O&M manuals.
• Coordinate collection of as-built documentation from Project Managers and Foremen.
• Provide required warranty statements to applicable parties.
• Ensure project closeout documentation is complete and submitted on time.

Pre-Qualifications

• Assist Project Managers with managing and updating General Contractor pre-qualification requirements.

What We're Looking For

• 3+ years of construction/electrical industry experience preferred
• 5+ years of administrative support experience
• High school diploma or equivalent
• Advanced proficiency with:
• • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Adobe/PDF
• Strong computer navigation and the ability to learn new software quickly
• Excellent organizational and time-management skills
• Strong attention to detail and follow-through
• Ability to manage multiple projects, deadlines, and priorities
• Strong written and verbal communication skills
• Ability to work independently while also supporting a team
• Professional, accountable, and dependable work style

Construction Experience Is Not Required!

If you are an  excellent administrator who is highly computer savvy, organized, detail-oriented, and a quick learner , we encourage you to apply even if you don't have construction experience.

Experience with  BuildOps or Paylocity is a plus, but not required . We are looking for someone who can learn our systems and processes quickly.

The Ideal Candidate

The ideal candidate is someone who enjoys keeping projects organized and making sure the details don't fall through the cracks. You should be comfortable working with spreadsheets, documents, emails, deadlines, and multiple stakeholders.

If you're the type of person who can look at a new computer program and quickly figure out how to navigate it, stay organized when juggling multiple priorities, and communicate effectively with a project team,  we want to talk to you.

Pay: $50,000–$60,000/year
Schedule: Monday–Friday, either 6:00 AM–2:30 PM or 7:30 AM–4:00 PM