Program and Project Management - Project Coordinator - Mid-Level

Job Description

Job Description

** Hybrid/Onsite - Westlake, Phoenix, Orlando, San Francisco**

The goal would be to have one candidate in each market.

Position Summary
The Construction Project Coordinator provides administrative, financial, and project coordination support for corporate and retail construction projects. This role serves as a key liaison between Project Managers, Design, Real Estate, Technology, Facilities, General Contractors, consultants, and vendors to help ensure projects are delivered safely, on schedule, within budget, and in compliance with corporate standards.
The Construction Project Coordinator is responsible for maintaining project documentation, supporting procurement and contract administration activities, tracking project budgets and schedules, coordinating project communications, and assisting with project closeout. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple projects in a fast-paced environment.
Key Responsibilities
Project Coordination & Administration
" Support Construction Project Managers in the planning, execution, and closeout of construction projects.
" Coordinate project activities among internal stakeholders, consultants, contractors, and vendors.
" Assist with project startup activities, including vendor onboarding and document collection.
" Assist with collecting quotes/proposal and entering approved quotes into PO system
" Financial reconciliation of projects budgets/costs

Documentation Management
" Maintain organized project files and records in accordance with company standards.
" Upload project documents to project specific electronic folders
" Ensure project documentation is accurate, current, and readily accessible.
Contract & Procurement Support
" Assist with preparation and processing of:
o Purchase requisitions
o Purchase orders
o Work orders
o Contract amendments
o Vendor agreements
" Coordinate collection and review of vendor insurance certificates and supporting documentation.
" Verify documentation compliance prior to contract execution.
Financial Administration
" Track project commitments, invoices, budget allocations, and expenditures.
" Assist with review and processing of contractor pay applications and vendor invoices.
" Support change order review and documentation.
" Prepare project financial reports and budget updates.
" Monitor project costs and identify potential budget concerns for Project Managers.
Schedule & Project Controls
" Track project milestones, deliverables, and critical dates.
" Monitor long-lead procurement items and delivery schedules.
" Coordinate project reporting and dashboard updates.
Construction & Closeout Support
" Assist with punch list tracking and resolution.
" Coordinate collection of closeout documentation, including:
o As-built drawings
o Warranties
o O&M manuals
o Training documentation
o Final lien releases
" Support project turnover to Facilities and operational teams.
Compliance & Governance
" Ensure adherence to company policies, procurement standards, audit requirements, and project management procedures.
" Track required approvals and maintain supporting documentation.
" Support project audits and compliance reviews.
" Assist with vendor performance documentation and reporting.
Qualifications
Education
" Bachelor's degree in Construction Management, Engineering, Architecture, Project Management, Business Administration, or related field preferred.
" Equivalent combination of education and experience may be considered.
Experience
" 3-5 years of construction, project coordination, contract administration, or project support experience.
" Experience supporting corporate interiors, retail, commercial construction, or real estate projects preferred.
" Familiarity with construction project lifecycle and project delivery processes.
Technical Skills
" Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
" Microsoft Project or equivalent project scheduling software.
" Experience with procurement, contract management, or project management systems preferred.
" Strong document management and reporting capabilities.
Core Competencies
" Exceptional organization and attention to detail.
" Strong verbal and written communication skills.
" Ability to manage multiple priorities simultaneously.
" Strong problem-solving and analytical skills.
" Customer service mindset with a collaborative approach.
" Ability to work effectively with cross-functional teams and external vendors.
Success Measures
" Accurate and timely project documentation.
" Effective budget and invoice tracking.
" Timely processing of procurement and contract documents.
" Successful coordination of project milestones and deliverables.
" Compliance with corporate governance, audit, and procurement requirements.
" High internal customer and stakeholder satisfaction.

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.