Construction Project Coordinator

Job Description

Job Description

We’re hiring a P roject Coordinator to provide administration and coordination support for our high-end residential construction projects. The project coordinator is assigned to projects by the Regional Principal and will work closely with Project Managers and the project team to support project administration and coordination.

WHAT YOU'LL DO

As a project coordinator, your day-to-day responsibilities will include:
Financial Management

• Assist the PM and collaborate with the PA for AFP/invoice prep and review
• Help the PA and PM to get the Application for Payment paperwork filled out correctly for subcontractor invoices
• Assist the PM with Invoice coding and processing
• Complete Manual Check Requests when directed by the PM
• Assist the PM, and in collaboration with the PA, coordinate and manage the lien releases for interim and final vendor and subcontractor payments
• Assist the PM with monitoring the Cost to Complete report as appropriate
• Assist with project closeout, including the preparation of HOM manuals and collection of subcontractor warranties, as requested by the PM

Project Set Up & Management

• Organize and file project information in the system
• Work with the PP in maintaining the Project List
• Assist the PM and SS with project set up and site mobilization, including coordination with safety department to get all required materials on site
• Help to maintain the project Roles & Responsibilities Matrix
• Prepare and manage the various Smartsheet Logs including but not limited to Buy out Log, RFI Log, Submittal Log, Sub Insurance Log, Revision Log, Credit App Log and Project Dashboards
• Work with the DCM, to manage the administration of the Internal Project Reviews (IPR) by preparing packages for, attending, and preparing notes

Sub & Vendor Management

• Prepare and send out the Subcontractor & Vendor Welcome Packets
• Assist with collecting information for subcontractor/vendor set up with W-9 collection for submission to the PA
• Assist with collecting information for the financial review of subcontractors/vendors for submission to the PA
• Ensure sub and vendors are appropriately set up in the system to include maintenance of the sub and vendor database
• Working with the PM, enter subcontract agreements (SA’s), subcontract agreement revisions (SARs), purchase order agreement (POA) or purchase order revisions (POR) as directed. Track and save copies of all executed documents in the system
• Create and maintain the Sub and Vendor related logs as subcontractors are hired for various scopes of work
• Assist the PE with tracking and distribution of RFI’s and Submittals

Compliance & Insurance Management

• Work with PP to manage the Owner Contract from completion, tracking, execution, and file storage process, reviewing for compliance throughout the process
• Reviewing the SA/SAR and PO/POA process for compliance throughout the project
• Work with the PCM to update the project teams with state specific and local requirements related to working in your region
• Work with the PP and PM to ensure all Client/Owner project insurance such as Builders Risk, Project Specific, OCIP/CCIP, is secured, paid for/invoiced and policies are on file
• Work with company insurance broker (and insurance carrier) for special situations or coverage requirements
• Set-up, process and manage the certificate of insurance (COI) review, tracking and renewal process for subcontractors and vendors
• Work directly with subcontractors and vendors throughout the COI process.

WHAT YOU NEED TO SUCCEED

To be successful as a Dowbuilt project coordinator, you’ll need:

• Bachelor’s degree in construction management, engineering, building science, or equivalent related professional experience
• 1 year of experience within the construction industry with contractor coordination responsibilities preferred
• In lieu of the above requirements, equivalent relevant experience will be considered
• Proficiency with MS Office 365
• Experience with web-based solutions such as Smartsheet, ShareFile, Slack and Asana is preferred
• Ability to read and understand plans, drawings, and specifications, preferred
• General working knowledge of Acumatica - training to be provided
• Ability to maintain the highest ethical standards in all business relationships
• Knowledge of construction sequencing and best practices
• Ability to collaborate and build relationships with project teams that transcend a project
• Self-starter with the ability to prioritize workload and manage time effectively
• Detail-oriented and proactive problem solver
• Demonstrate discretion and treat all proprietary company information as strictly confidential outside (and in some cases inside) the company
• Demonstrate and support a culture of diversity, equity, and inclusion

WHAT WE OFFER

We are a fun, easygoing bunch of professionals who take a lot of pride in the work we do. We acknowledge the contributions and talents of our team members by providing benefits that support you at work and in life:

• Competitive pay commensurate with skills and experience
• 100% paid Medical, Dental, Vision, short-term disability and $50k in basic life insurance for full-time employees – 1st of the month following DOH
• 35% Medical and 30% Dental + Vision coverage for eligible dependents
• 401(k) retirement savings plan with 3% employer safe harbor contribution
• 8 paid holidays each year, no waiting period
• Paid Time-Off (PTO) – 2.31 hours per week to start (120 hours annually) with an increase to this accrual each January with years of service up to max 192 hours/24 days annually
• Mentorship and career development opportunities
• Annual discretionary bonus

WHO WE ARE

Dowbuilt is a construction company founded in 1980, and today our talented teams can be found from coast to coast. We excel at cutting-edge, innovative, never-been-done-before residential projects and home service—all of which require precision and impeccable attention to detail. We work with top architects, and our builds are regularly featured in publications such as  Architectural Digest , Architectural Record , and  Dwell .

The Dowbuilt culture is one of care—care for our employees, clients, and the talented craftspeople we partner with—resulting in care for the incredible designs we bring to life.

HOW YOU’LL MAKE AN IMPACT

We’re committed to investing in our team members’ ongoing professional development, and as a leader with Dowbuilt, you play a big part in ensuring that your team has equal opportunity to play to their strengths, fill gaps in knowledge and grow professionally.

Effective career development requires two-way, open communication between employee and manager. This means expectation setting happens on both sides, along with support, mentorship, and goal setting at regular intervals. Find out how you can take your own career to the next level and inspire the next generation of talent with Dowbuilt.

Dowbuilt is an equal opportunity employer that values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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