Project Controls Coordinator

Position Summary

The Project Controls & Operations Coordinator provides critical administrative and operational support throughout the construction project lifecycle, from proposal development through contract completion.

This role does not directly manage projects but supports Project Management, Preconstruction, Operations, Purchasing, Business Development, and Accounting by maintaining project controls, documentation, systems, and processes.

The position is responsible for ensuring project information is accurate, organized, and up to date while supporting financial controls, change management, compliance, reporting, and fleet/asset coordination.

Key Responsibilities

Project Controls & Administration

• Support project teams with project setup, documentation, reporting, and administrative processes.
• Set up and maintain Procore project tools, workflows, budgets, commitments, contracts, invoicing, and distribution lists.
• Maintain project budgets, budget snapshots, and change documentation.
• Coordinate insurance, bonding, compliance, and other required project documentation.
• Monitor project task lists and follow up on outstanding items.
• Support Business Development and Project Management with project controls and reporting.

Asset & Fleet Management

• Maintain fleet and asset tracking systems, including availability, reservations, inbound/outbound status, repair costs, and asset values.
• Coordinate fleet information and updates with Operations, Marketing, and Accounting.
• Maintain current asset documentation, photos, building scopes, and related information in SharePoint and Procore.
• Process fleet reservation requests and create work orders and inspections.
• Coordinate with Operations to ensure fleet-related tasks and inspections are completed accurately and on schedule.

Change Management & Commercial Controls

• Maintain accurate change order logs, including pending, approved, and rejected changes.
• Ensure change orders include required backup documentation, cost details, and schedule impacts.
• Provide Project Management with visibility into change status, documentation gaps, and potential cost or schedule exposure.

Compliance & Communication

• Track project-specific insurance, safety, subcontractor, and compliance documentation.
• Support HR and Project Management with required security and project forms.
• Serve as a central administrative coordination point between Project Management, Accounting, Operations, and other internal teams.
• Coordinate client warranty/service kick-off meetings and internal post-project/lessons-learned meetings.
• Maintain professional communication with clients, subcontractors, vendors, and internal teams.

Qualifications

• Associate or bachelor’s degree in Construction Management, Business Administration, or related field preferred.
• 5+ years of construction administration, project coordination, or related experience.
• Experience with Procore and Sage required ; HubSpot experience preferred.
• Knowledge of construction contracts, change orders, AIA documents, and construction terminology.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to work independently while supporting multiple project teams.
• Professional, positive, team-oriented approach.

TekCom is an Equal Opportunity Employer.