Project Coordinator

Job Description

Job Description

Founded in Tampa in 1989 by Dr. Rebecca J. Smith, The A.D. Morgan Corporation has grown from a one-person startup into one of Central Florida’s most respected construction management, design-build, and general contracting firms. Still proudly headquartered in Tampa, with offices in Bradenton, Lakeland, and Ocala—and a satellite office in Starke—we are deeply embedded in the communities we serve throughout the state. Today, A.D. Morgan employs over 74 full-time professionals and manages an average annual construction volume of $130 million. Our growth and success are built on a foundation of integrity, transparency, innovation, and an unwavering commitment to proactive solutions and client service excellence.

About the Role:

The Project Coordinator in the construction industry provides administrative and operational support to help ensure the project’s documents and compliance requirements are accurate and up to date. This role assists project managers and field teams with coordinating project documentation and communicating with subcontractors and suppliers and maintaining organized project records. The Project Coordinator helps support daily project activities while gaining knowledge of construction processes, company procedures, and industry standards.

KEY COMPETENCIES

• Communicate Effectively - Listen to understand and clearly convey information in all forms based on the audience to ensure shared meaning of the message
• Act Inclusively - Ensure that actions and behaviors are respectful; show empathy and treat others with dignity. Leverage capabilities and insights of individuals with diverse perspectives, abilities and motivation.
• Solve Problems - Identify, prioritize and implement alternatives for a solution.
• Demonstrate Agility/ Adaptability - Maintain effectiveness and adjust to change by exploring the rationale, trying new approaches, and collaborating with others to make the change successful. Create an atmosphere of open-mindedness to change.
• Drive for Results - Show passion and commitment while delivering on business outcomes. Create a sense of individual ownership and accountability.
• Champion Innovation - Identify opportunities for new and improved ways of doing things that result in value added, unique and differentiated solutions.
• Timeliness – Consistently complete tasks, projects, and responsibilities within established deadlines while maintaining accuracy and quality.

RESPONSIBILITIES SHALL INCLUDE BUT ARE NOT LIMITED TO:

• Actively participates in all aspects of the project-specific safety plan and culture.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team and/or as warranted by established business processes, in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.
• Processes information within specific timeframes in order to maintain efficiency and timeliness of documentation, submissions, communications and reporting.
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, Acumatica, etc.
• Coordinates electronic submission of project documentation. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Takes meeting minutes during meetings and coordinates onsite events.
• May support project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process, with deliverables such as issuing bond memos, setting up subcontractors in project management systems, granting system and dashboard access to stakeholders, preparing and organizing various components of the contracts and processing final contract documentation.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks and monitors and/or collaborates with project accounting to ensure necessary documentation (such as insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing checks to contractors.
• Contributes to effective, accurate, organized and timely access to information and communications by all stakeholders throughout the project. Key deliverables include creating and updating contact information and distribution lists, creating agendas and meeting notes, collecting and recording various project and compliance documents (such as insurance certificates, certified payrolls, affidavits, performance and payment bonds, etc.) and generating various reports, emails and letters.
• Processes and distributes incoming communications (e.g., mail, email, fax) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Provides timely and effective communication via email, telephone, etc. to internal staff and external customers and subcontractors.
• May receive and direct incoming telephone calls and visitors.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Shares subject matter expertise in order to support teamwork and deliver results.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.

• This role involves a combination of onsite work at the construction jobsite and in-office responsibilities, depending on project needs.

EXPERIENCE/EDUCATION:

• High School Diploma or GED
• 0-2 years of experience in the construction industry
• Or equivalent combination of education and experience
• Experience with Procore (Preferred)

SKILLS:

• Excellent written and verbal communication skills
• Proficient in Microsoft Excel, Outlook, and Word (Preferred)
• Time Management
• Attention to detail
• Adaptability and Flexibility