Construction Project Coordinator

Construction Project Coordinator

Office Location: 601 First Street NW, Grand Rapids, MI 49504

Position Classification: Full-Time Regular

About This Opportunity

Rockford is seeking a highly organized and detail-oriented Project Coordinator to support the successful planning, execution, and delivery of commercial construction projects throughout Michigan and the Midwest. As a critical member of the project management team, the Project Coordinator serves as the communication and administrative hub between project managers, field operations, clients, design professionals, subcontractors, and vendors.

This role is responsible for maintaining project documentation, facilitating project communications, supporting financial and contract administration, and ensuring project information flows efficiently from preconstruction through closeout. The ideal candidate possesses strong organizational skills, a proactive mindset, exceptional attention to detail, and a commitment to delivering outstanding service to both internal and external stakeholders.

Key Responsibilities

Project Administration & Coordination

• Support Project Managers and Assistant Project Managers in the administration and execution of commercial construction projects from contract award through project closeout.
• Coordinate project startup activities, including document setup, contract distribution, permit tracking, and stakeholder communications.
• Maintain project files, records, and correspondence in accordance with company standards and procedures.
• Assist in developing and maintaining project schedules, action-item logs, and milestone tracking reports.
• Facilitate communication among owners, architects, engineers, subcontractors, vendors, and internal project teams.
• Prepare meeting agendas, document meeting minutes, and distribute follow-up action items.

Document Control

• Manage the routing, tracking, and distribution of project documents, including Requests for Information (RFIs), submittals and shop drawings, change orders, proposal requests, meeting minutes, and project correspondence.
• Monitor document turnaround times and proactively follow up to ensure timely responses.
• Maintain accurate project records within Procore and other project management systems.

Financial & Contract Support

• Assist Project Managers and Assistant Project Managers with subcontract administration and contract documentation.
• Support the preparation and processing of owner pay applications and subcontractor payment requests.
• Track project commitments, change orders, allowances, and contingency items.
• Assist with project cost reporting and financial documentation.
• Coordinate lien waivers, insurance certificates, and subcontract compliance requirements.

Project Execution Support

• Collaborate with field teams to identify and resolve project administrative issues that could impact schedule, budget, or quality.
• Coordinate material procurement tracking and delivery schedules.
• Support project closeout activities, including collection of warranties, operation and maintenance manuals, as-built documentation, and final turnover packages.
• Assist with warranty management and post-construction follow-up activities.

Team & Culture

Promote a culture of safety, accountability, collaboration, and continuous improvement.

Foster positive working relationships with clients, design partners, subcontractors, and internal teams.

Support company initiatives related to diversity, equity, inclusion, and community engagement.

Demonstrate professionalism and uphold company values in all interactions.