Construction Project Coordinator

The Project Coordinator is responsible for coordinating the administrative execution and documentation of commercial construction projects throughout the project lifecycle. This position plays a critical role in ensuring projects are organized, documented, and executed efficiently while maintaining Allen+Batchelor Construction's core values and it’s commitment to exceptional customer service, quality, and timely project delivery. The Project Coordinator serves as the central hub for project documentation, communication, and workflow management, allowing Project Managers to focus on client relationships, subcontractor management, budgeting, scheduling, and overall project execution. This position requires exceptional organizational skills, attention to detail, strong communication abilities, and the ability to manage multiple priorities in a fast-paced commercial construction environment. Decision Making & Authority The Project Coordinator exercises independent judgment in prioritizing administrative workflows, coordinating project documentation, identifying missing information, following up on outstanding action items, and recommending process improvements. This position is expected to proactively resolve routine administrative issues and elevate matters involving project scope, contract terms, cost, schedule, safety, or significant risk to the assigned Project Manager. The Project Coordinator serves as the primary administrative owner of project documentation and document control throughout the lifecycle of assigned projects. While the Project Manager retains overall responsibility for project execution, the Project Coordinator is expected to independently manage the administrative processes necessary to support successful project delivery. Essential Functions / Primary Responsibilities Project Administration & Coordination Support Project Manager(s) in day-to-day project operations on all assigned projects Maintain organized project files (contracts, drawings, specs, correspondence) Ensure project records remain accurate, complete, and current Serve as the primary administrative point of contact for project documentation between the owner, designers, subcontractors, vendors, inspectors, and internal staff Schedule meetings, prepare agendas, draft meeting minutes, and distribute meeting minutes Prepare documentation for all project meetings Track action items from meetings Follow up with subcontractors and designers on outstanding items Maintain project contact and distribution lists Set up projects in project management systems Ensure all project documentation related to insurance and bonding remain current Maintain project test reports and assist with third party inspections Coordinate directly with permitting authorities on behalf of assigned project managers Ensure all field reporting and documentation is being completed timely (daily reports, rain logs, inspections, & etc.) Support continuous improvement of project administration processes Assist in developing and maintaining company SOPs, templates, forms, and workflow documentation. Document Control Manage, track, and process submittals, RFIs, ASIs/Drawing Revisions, and change orders Maintain up to date logs for submittals, RFIs, ASIs/Drawing Revisions, and change orders Maintain up-to-date drawings & specifications and distribute revisions Ensure all documentation is properly logged and stored in project management systems (Procore/Red Team/Autodesk, etc.) and within company electronic & paper filing systems Ensure all project documentation is distributed to the appropriate project stakeholders Ensure all project stakeholders are using the most current project documents Procurement & Subcontract Support Coordinate the timely preparation, execution, distribution, and tracking of subcontracts and purchase orders. Track material deliveries and long-lead items Coordinate with vendors and suppliers to confirm schedules Assist administrative staff in maintaining up to date credentials for subcontractors Scheduling & Reporting Track project milestones and keep entire project team up to date on schedule status Help develop/prepare project reports for internal and client use Coordinate the monthly progress billing process and ensure the timely review and approval of subcontractor/vendor invoices by project managers Track commitments and change orders Ensure budget updates are completed by project managers by the 10th of each month Closeout & Turnover Manage project closeout process (O&M manuals, warranties, lien releases, as-builts, attic stock, & etc.) Maintain punch list documentation and coordinate status updates through project completion Coordinate the scheduling and documentation of client training Secondary Responsibilities Assist preconstruction department as needed Support marketing efforts Cross-train with other administrative staff Other duties as assigned Support company process improvements Qualifications Required: Current Notary Public commission in the state of Georgia or must be willing and able to obtain a Notary Public commission within 90 days of hire. The company will provide reasonable assistance and reimbursement for required application and commissioning fees. Preferred: Associate's degree in Construction Management, Business Administration, or related field. Equivalent commercial construction experience will be considered. Experience Required: 2+ years commercial construction project coordination, assistant project management, or related experience. Experience supporting Project Managers. Familiarity with commercial construction documents. Preferred: Experience working for a commercial General Contractor Experience with Design+Build and CM at Risk projects Experience using construction project management software Technical Skills Proficient with Microsoft Office 365 (Outlook, Word, Excel, & PowerPoint) Microsoft Project Microsoft Teams Experience with construction project management software (Procore / RedTeam / Autodesk) Experience with PDF editing software (Bluebeam / Adobe Acrobat) Ability to manage electronic document management systems Strong keyboarding and data entry skills with high accuracy Experience with document formatting and professional correspondence Proficiency using cloud-based file sharing platforms (ShareFile, OneDrive, SharePoint, Dropbox, etc.) Ability to use office equipment Basic understanding of construction drawings and specifications Experience with video conferencing platforms (Microsoft Teams, Zoom, & etc) Familiarity with electronic signature platforms (Docusign, & etc.) Physical Requirements Ability to sit and work at a computer for extended periods. Occasionally lift up to 25 pounds. Ability to travel to and walk jobsites. Valid driver’s license. Primarily office environment with periodic visits to active commercial construction sites. Exposure to varying weather conditions and construction-related hazards during site visits. Appropriate PPE is required when visiting project sites. Allen+Batchelor Construction believes in developing future leaders. Successful Project Coordinators may have opportunities to advance into other operational leadership positions. #J-18808-Ljbffr