Project Coordinator

Job Description

Job Description

Project Coordinator
Mountain View, CA 94040

 
KEY RESPONSIBILITIES:
Bidding Process Coordination

• Prepare and distribute invitations to bid
• Manage document distribution in compliance with standard company procedures
• Coordinate communication between the architect, client, project manager, and subcontractors throughout the bidding process
• Collect, track, and organize incoming vendor and subcontractor proposals

Project Administration & Document Control

• Coordinate basic project information, subcontracts, and compliance documentation throughout the project lifecycle
• Prepare and distribute all job-start documentation including project directories, subcontracts, and purchase orders
• Process subcontractor submittals and manage the submittal log to ensure items are collected and processed timely
• Process Requests for Information (RFIs) and manage the RFI log to ensure timely distribution and response
• Prepare and distribute construction plans to subcontractors, including all updates, SKs, and Bulletins over the course of construction
• Maintain an accurate log of drawings, updates, and specifications within the Autodesk Construction Cloud
• Run compliance reports and ensure all subcontracts, change orders, and purchase orders are fully executed
• Request, maintain, and track company and subcontractor insurance certificates throughout the project

Project Closeout Management

• Manage the comprehensive project closeout process efficiently
• Request, gather, and track project closeout documentation and final change order logs from subcontractors
• Collect permits and closeout permit drawings from field staff
• Assemble professional turnover packages and submit to the client for approval

Communication & Collaboration

• Maintain updated client, vendor, and subcontractor contact records via the database and project directory, updating Autodesk Construction Cloud as necessary
• Take direction effectively from the project executive, project manager, and superintendent from bidding through to final client acceptance
• Collaborate seamlessly with office staff, field staff, accounting departments, architects, engineers, and clients
• Attend internal team meetings and Owner-Architect-Contractor (OAC) meetings as required

Office Administration & Support

• Help maintain an organized, functional, and professional office environment (including shared workspaces, conference rooms, kitchen, and common areas)
• Assist in ordering, stocking, and organizing office supplies
• Provide backup project coordination coverage for the team as needed
• Perform additional duties and responsibilities as assigned by the office leadership

 
MINIMUM QUALIFICATIONS:

• High school diploma; College degree preferred
• Project coordination experience in the construction field preferred
• Computer proficiency in MS Office (Outlook, Word, Excel)
• Experience with Autodesk Construction Cloud, BuildingConnected, Bluebeam, and Vista is a plus
• Motivated, proactive, and a dedicated team player
• Excellent customer service and interpersonal skills
• Effective oral and written communication skills
• Alignment with company core values: Fair, Grateful, Nimble, and a Passion to Deliver

 
We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and persons with disabilities.

 
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