CONSTRUCTION PROJECT COORDINATOR

Job Description

Job Description

Haynes Development is seeking a talented CONSTRUCTION PROJECT COORDINATOR to work with our Construction Team on exciting new projects at Quarry Walk and beyond!

Required daily duties include supporting project managers with planning, execution, and monitoring projects from start to finish. Key responsibilities include help managing schedules, budgets, and resources, communicating project team, preparing reports, and handling administrative tasks to ensure projects are completed on time and within budget. They also help with risk identification, problem-solving, and coordinating with the project team.

The Construction Project Coordinator supports a Project Manager in the planning, execution, and completion of projects. This is an entry-to-mid-level role that helps coordinate daily tasks, manage resources, and ensure project documentation is up to date. Responsibilities noted are some of the daily tasks required, some additional tasks will be required pending nature of the project.

General responsibilities

• Administrative duties: Handle day-to-day administrative tasks, such as scheduling meetings, preparing invoices and estimates, and creating presentations.
• Communication: Serve as a point of contact to facilitate communication between the Project Manager, project teams, clients, vendors, and subcontractors.
• Coordination and tracking: Coordinate project activities, track milestones and deliverables, and report on project progress and potential issues to the Project Manager.
• Documentation control: Organize, cad files , PDF files, and maintain all project documents, including contracts, requests for information (RFIs), change orders, track and support Submittals Logs and Packages and meeting minutes.
• Budget and cost tracking: Assist with monitoring project budgets, tracking costs, and processing invoices.
• Quality control: Support quality assurance and ensure project activities comply with company standards, regulations, and specifications.
• Performing site visits and safety inspections to monitor progress and address concerns.
• Handling the project closeout process and overseeing punch list activities.

Required skills and qualifications

• Technical proficiency: Demonstrated competence with project management software (e.g., Procore, Microsoft Project) and Microsoft Office Suite (especially Excel).
• Soft skills: Strong organizational, communication, and problem-solving skills are essential for success. The ability to multitask, work collaboratively, and adapt under pressure is also highly valued.

Procore would perform the following tasks:

• Request for Information (RFI) and Submittal Management: Handle the entire RFI and submittal process within Procore, including creation, routing to stakeholders, and tracking until approval.
• Drawing and Document Control: Maintain and organize the latest set of drawings, specifications, and other project documents in Procore's document management tool. This includes managing drawing logs and ensuring timely updates and distribution.
• Budget and Financial Tracking: Help monitor and track project budgets by entering and processing purchase orders, change orders, and invoices in Procore's financial tools.
• Scheduling and Time Management: Assist in updating and maintaining the project schedule within Procore to track progress and flag potential delays.
• Daily Log Creation: Record and maintain daily activity logs directly from the field using the mobile app, including progress notes, on-site personnel, and equipment.
• Meeting Minutes Documentation: Attend and record meeting minutes for owner, architect, and subcontractor meetings, storing them in Procore for easy access and tracking of action items.
• Closeout and Punch List Management: Assist in the project closeout process by tracking punch list items to completion and ensuring all final documents and warranties are collected and stored within the platform.
• Manage the complete lifecycle of RFIs and submittals using Procore, from creation and routing to final approval and distribution.
• Control all project documentation, including drawings and specifications, in Procore's document management system to ensure all team members have access to the latest versions.
• Assist in tracking and processing owner and subcontractor change orders within Procore's financial management tools.
• Use Procore's Daily Log and schedule tools to monitor and report on construction progress from both the office and the field.
• Record and track project meeting minutes within Procore to manage action items and maintain a project record.
• Required: Strong proficiency with construction management software, specifically Procore .
• Preferred: Relevant experience using Procore for managing RFIs, submittals, and change orders.

Haynes is a family owned and operated business developing world class communities! Medical/dental and vision offered; 401K, PTO.