Senior Project Coordinator ( Multifamily New Construction )

Position Summary

The Senior Project Coordinator connects Operations, project teams and Accounting. The position owns the workflow between the Project Manager’s financial accountability and Accounting’s financial controls, ensuring required information is complete, accurate, visible, routed to the correct person and followed through to completion.

This role is a critical driver of project execution at ELITE Construction, coordinating the flow of contractual, financial, compliance and project-administration information across multi-site multifamily and commercial construction projects. The Senior Project Coordinator anticipates needs, identifies missing information early, maintains clear status visibility and drives open administrative items to closure so Project Managers can lead their projects and Accounting can process complete, compliant packages efficiently.

The Senior Project Coordinator also serves as a key CMiC power user, supporting system adoption, data integrity, workflow discipline and process standardization across project teams.

Key Responsibilities

Workflow Ownership & Project Coordination

• Own visibility and follow-through for project administrative workflows including subcontracts, purchase orders, change orders, pay applications, compliance documents, signatures and closeout items.

• Maintain a current status of outstanding items and proactively follow up with the responsible party until each item reaches completion.

• Review incoming packages for completeness against established submission checklists and promptly identify missing information before routing.

• Coordinate document control and maintain disciplined, version-controlled project records in the approved system and folder structure.

• Proactively identify documentation, permitting, procurement, compliance and administrative risks that may affect project schedule or cost and ensure the responsible project team member follows through to resolution.

Project Financial Coordination

• Coordinate the monthly billing cycle with Project Managers and Accounting, ensuring owner pay applications, subcontractor billing, approved change orders, retainage, lien waivers and required backup are complete, accurate and submitted within established deadlines.

• Support Project Managers in maintaining current project financial data, including commitments, approved change orders, schedules of values and job-cost coding; identify discrepancies and drive corrections to the appropriate owner.

• Coordinate subcontractor pay application review and lien waiver collection in accordance with ELITE procedures and Accounting controls.

• Ensure subcontractor payment packages are administratively complete before submission to Accounting, including the approved pay application, required lien waivers and supplier waivers when applicable, supporting documentation, and applicable executed contracts and change orders.

• Maintain visibility of Accounts Receivable, retainage and other billing-status items and communicate open issues to the Project Manager and Accounting without assuming Accounting's financial-control responsibilities.

• Support project closeout by coordinating final billing, retainage, compliance documentation, executed change orders, contract closeout records and other required administrative deliverables.

Subcontracts, Purchase Orders & Change Orders

• Own the end-to-end administrative workflow for approved Operations requests for subcontracts, purchase orders and change orders from initial request through complete execution, Accounting handoff and final record retention.

• Confirm required operational approvals and supporting documentation are present; return incomplete packages promptly with clear identification of what is missing.

• Coordinate directly with Project Managers to obtain required scope information, subcontractor/vendor pricing, proposals, supporting documentation and operational approvals before routing items for execution or Accounting processing.

• For change orders, ensure all required subcontractor/vendor proposals, cost backup, scope documentation and operational approvals are complete and included before the package is routed for execution or Accounting processing.

• Proactively resolve incomplete operational packages by following up directly with the responsible Project Manager, subcontractor, vendor or other stakeholder rather than routing incomplete items to Accounting for resolution.

• Coordinate DocuSign or other approved execution workflows as assigned and follow up on outstanding signatures until fully executed.

• Maintain status visibility from submission through full execution/processing and ensure final documents are stored in the approved record location.

• Escalate unresolved workflow issues with context, ownership and recommended next steps so leaders can act quickly.

CMiC & Process Standardization

• Serve as a key ELITE CMiC power user for project administration workflows, supporting accurate data entry, document routing, status visibility and reporting.

• Support CMiC rollout and adoption across project teams by helping train users on established workflows, documentation standards and reporting expectations.

• Partner with Operations, Accounting and ERP/implementation resources to troubleshoot workflow issues, improve data integrity and standardize processes.

• Help maintain submission checklists, workflow guides and cross-functional SOP references so Operations and Accounting requirements remain aligned.

Compliance & Administrative Controls

• Coordinate subcontractor compliance documentation, including COIs, W-9s, lien waivers and other required vendor records, and route items to the appropriate Accounting or Risk owner for validation when required.

• Track compliance deficiencies and follow through with vendors, subcontractors and internal stakeholders until resolved.

• Support certified payroll, prevailing wage, Davis-Bacon and MWBE/DBE documentation when applicable to assigned projects, coordinating with the responsible Accounting/Compliance owner.

Stakeholder Coordination

• Serve as the primary administrative bridge among Project Managers/APMs, field teams and Accounting for workflow status, missing information and processing needs.

• Communicate proactively and professionally with subcontractors, vendors, owners and internal teams regarding administrative requirements and outstanding deliverables.

• Bring answers and options—not merely problems—and escalate issues only after identifying the responsible party, current status, impact and recommended next step.

Role Boundaries

• Project Managers remain accountable for project financial performance, forecasting, operational approvals, subcontractor management and overall project execution.

• Accounting remains responsible for financial controls, accounting policy, funding/compliance review, transaction processing and financial reporting.

• The Senior Project Coordinator owns the workflow between Operations and Accounting: completeness, routing, visibility, follow-up and administrative closure.

• The Senior Project Coordinator is responsible for resolving operational and documentation deficiencies before items are submitted to Accounting. Accounting is not responsible for obtaining subcontractor/vendor pricing, determining project scope, obtaining operational approvals, collecting missing project backup or coordinating project-team signatures.

• Accounting assumes responsibility once the operational package is complete and approved, at which point Accounting performs the applicable financial-control review, accounting treatment, transaction and payment processing, reconciliation and financial reporting.

• Field execution, superintendent oversight and resolution of on-site construction issues remain the responsibility of the project leadership team and Director of Construction/Field Operations.

Key Competencies

• Exceptional organization, urgency and attention to detail across a high volume of concurrent workflows.

• Strong construction administration knowledge, including subcontracts, purchase orders, change orders, AIA billing, lien waivers, job costing and project closeout.

• Strong verbal and written communication skills with the ability to hold peers, subcontractors and vendors accountable professionally.

• Relentless follow-through: takes ownership, closes loops and does not require reminders to stay on top of assigned functions.

• Proactive, solution-oriented mindset with the judgment to distinguish an incomplete submission from an issue requiring leadership escalation.

• Strong construction ERP proficiency required; CMiC experience strongly preferred. Must demonstrate the ability and willingness to become an ELITE CMiC power user.

• Strong working proficiency with Microsoft Excel, Word, Outlook and related project-document systems.

• Consistent, punctual in-office presence five days per week (Monday through Friday, 8:00am–5:00pm); minimum 40-hour workweek with additional hours as project or billing deadlines require.

• Ability to manage and reprioritize a high volume of operational and financial-administrative tasks simultaneously while maintaining accuracy, composure and personal accountability.

• Periodic site visits and travel to local and statewide projects, client meetings and company events as needed.

• Other duties as assigned.

Qualifications & Experience

• Bachelor’s degree in construction management, business administration, accounting, finance or a related field preferred; equivalent demonstrated experience will be considered.

• Minimum five (5) years of experience in construction coordination, project administration or construction accounting with a track record that demonstrates ownership, not just task completion.

• Demonstrated experience with AIA billing, subcontractor pay applications, lien waiver management, job costing, change-order administration and contract/document workflows.

• Construction ERP experience required; hands-on CMiC experience and/or experience supporting an ERP implementation or rollout is strongly preferred.

• General knowledge of construction disciplines, project delivery methods and the documentation workflows that support them.

• Working knowledge of certified payroll and labor-compliance requirements is preferred for projects where those requirements apply.

 

Commitment to jobsite safety, cleanliness, accuracy, confidentiality and professional integrity is a non-negotiable expectation of every ELITE Construction team member.

Employment Type: Full Time
Years Experience: 5 - 10 years
Salary: $85,000 - $115,000 Annual
Bonus/Commission: No