Construction Project Coordinator

Job Description

Job Description

Construction Project Administrator

J & S Custom Homes | Reno Nevada | In Office

About the Role

J & S Custom Homes is looking for a Construction Project Administrator to support projects from bidding through billing. This position works closely with project managers and accounting to review plans and project scope, help coordinate bids, maintain accurate job and cost information, follow change orders through approval, and keep project documentation current.

This is a practical, follow-through role for someone who understands how construction documents fit together, notices missing scope or information, asks the next question, and is comfortable respectfully chasing down answers instead of letting details sit unresolved. You will be the primary office support for the project side of the business and will develop broader project-management skills while working alongside experienced project managers.

What You Will Own

• Plans and scope review: Read construction plans, specifications, schedules, and other bid documents to understand the project and the work required. Flag missing, unclear, or conflicting information for the project manager.

• Bid support: Help assemble and maintain current bid documents, addenda, bidder lists, and subcontractor proposals. Track which trades have responded and follow up on missing bids.

• Scope coverage: Compare proposals against the plans and expected scope to help identify missing trades, exclusions, allowances, duplicated coverage, and gaps that could become costly on larger projects.

• Bid organization: Organize proposal information so project managers can compare pricing and make final decisions. Assist with bid-related questions and document follow-up; this role supports estimating but is not solely responsible for producing final estimates.

• Job cost accuracy: Review entered accounts payable transactions for the correct job and cost codes, make corrections when needed, and flag unusual or incomplete coding for follow-up.

• Change order coordination: Recognize when project activity or a scope difference may require a change order, gather complete scope and pricing information from project managers, enter the change order, and track it through approval.

• Vendor and subcontractor compliance: Collect onboarding documents, set up subcontractors and vendors in Sage 100 Contractor, maintain W-9s and other required records, monitor certificate expiration dates, and obtain updated certificates of insurance.

• Job record maintenance: Keep job contacts, project details, current plan information, and job statuses accurate and current in Sage and related records.

• Timecard review: Check employee timecards for completeness and accurate job and cost coding, make permitted edits, follow up on discrepancies, and approve timecards on schedule.

• Monthly billing preparation: Pull detailed job costs, organize billing support, and review the information with project managers or project coordinators. Resolve open questions and pass finalized billing information to accounting for invoicing.

• Project follow-up: Track missing information, approvals, and documentation across active projects and communicate clearly with the people responsible for each item.

• Office support: Keep office supplies stocked and help maintain an organized, clean, and professional shared office environment.

What We Are Looking For

• Experience in construction administration, project coordination, estimating support, field coordination, job-cost accounting support, or a similar role is strongly preferred.

• Ability to read and navigate construction plans, specifications, and related project documents. Candidates with developing skills may be considered if they already have meaningful exposure and are eager to learn.

• Familiarity with construction trades, scope divisions, and basic project sequencing, with the ability to recognize when a bid or project record appears incomplete.

• Working knowledge of job and cost codes, change orders, vendor documentation, timecards, and construction billing support is preferred.

• Comfort working in Sage 100 Contractor or a similar construction accounting or project management system; Sage experience is a strong plus.

• Strong attention to detail and the judgment to recognize when information, coding, or documentation does not look right.

• Clear, professional communication and the confidence to follow up repeatedly when information or approvals are outstanding.

• Ability to manage recurring deadlines while keeping multiple active jobs organized.

• Proficiency with Microsoft Office, particularly Outlook and Excel.

You Will Be Successful Here If You

• Take ownership of open items and follow them through to completion.

• Naturally notice missing scope, unanswered plan questions, expired documents, coding errors, and loose ends.

• Can be persistent with busy project managers while remaining professional and collaborative.

• Are curious about how projects are built and want to grow into greater project-management responsibility over time.

• Understand that accurate project administration directly affects job costing, billing, cash flow, and financial reporting.

• Are comfortable working independently in a small office and helping wherever practical to keep it running well.

Compensation and Schedule

Compensation: $50,000 to $80,000 annually, based on experience and schedule

Schedule: Full-time preferred; part-time candidates may also be considered

Location: In office in Northwest Reno

Growth: Opportunity for long-term growth with the company

How to Apply

Please submit your resume along with a brief description of your construction, project coordination, estimating support, or job-cost experience. Tell us what systems you have used, your experience reading plans, and how you catch missing scope, documentation, and follow-up items before they fall through the cracks.

\nCompany Description

Small family owned General Construction Contractor. Our sister company is Lebel Roofing. The two are owned and run by the same individuals in the same building.

Company Description

Small family owned General Construction Contractor. Our sister company is Lebel Roofing. The two are owned and run by the same individuals in the same building.