Construction Coordinator

About the Role

The Construction Coordinator assists Project Managers and/or Superintendents in coordinating project activities. Working directly with the PM or APM, the Construction Coordinator takes on tasks to ensure the project runs smoothly. The ideal candidate has 1-3 years of construction experience and is familiar with Procore, Monday CRM, Sage Intacct, and Microsoft Excel.

Responsibilities

• Procurement & Buyout
  • Solicit bids from subcontractors, suppliers, and vendors.
  • Issue Requests for Quotes (RFQs) and obtain competitive pricing.
  • Prepare bid comparison spreadsheets and evaluate vendor and subcontractor proposals.
  • Assist Project Managers with subcontractor and supplier selection.
  • Prepare and process purchase orders.
  • Track procurement schedules, committed purchases, and material requirements.
  • Identify and monitor long-lead materials and equipment.
  • Coordinate material and equipment deliveries with Project Managers, Superintendents, and field personnel.
  • Assist with value engineering and identify potential cost-saving opportunities.
  • Maintain accurate procurement and buyout logs.
• Project Management Support
  • Assist the Project Manager and Assistant Project Manager throughout all phases of assigned projects.
  • Provide day-to-day administrative and coordination support to Project Managers and other members of the management team.
  • Participate in project kickoff meetings and assist with project startup activities.
  • Coordinate procurement activities with the Project Manager, Assistant Project Manager, Superintendent, and other project stakeholders.
  • Assist in developing, maintaining, and distributing overall project schedules and short-interval schedules.
  • Monitor procurement and documentation activities for potential impacts to the project schedule and promptly communicate concerns.
  • Keep field team members, including the Superintendent, informed and involved in project coordination and decision-making.
  • Maintain a proactive approach to problem-solving and follow through on assigned project responsibilities.
• Project Documentation & Procore Administration
  • Utilize Procore and other project management software to maintain accurate project documentation and facilitate communication among project stakeholders.
  • Maintain organized and current electronic and physical project files.
  • Receive, organize, maintain, distribute, and process contract documents with clients, owners, subcontractors, and vendors.
  • Ensure subcontractors and field personnel have access to current scopes of work, schedules, drawings, specifications, and other applicable project information.
  • Maintain project logs and update project status information as required.
  • Demonstrate exceptional attention to detail and accuracy when entering, maintaining, and distributing project information.
• RFIs, Submittals & Project Communication
  • Draft, submit, distribute, and track Requests for Information (RFIs) as directed by the Project Manager.
  • Monitor outstanding RFIs and follow up as necessary to support timely responses.
  • Receive, process, distribute, and track project submittals.
  • Pursue outstanding submittals and coordinate with subcontractors, vendors, Project Managers, and design professionals as required.
  • Review submittal documentation for conformity with project plans, specifications, and administrative requirements, escalating technical discrepancies to the appropriate project team member.
  • Maintain accurate RFI and submittal logs within Procore or other designated project management systems.
• Meetings & Coordination
  • Coordinate and assist with project kickoff, pre-installation, subcontractor, owner, and other project meetings as assigned.
  • Prepare meeting agendas and assemble required supporting materials and documentation.
  • Distribute meeting materials to appropriate participants.
  • Document meeting outcomes, action items, and follow-up requirements as directed by the Project Manager.
  • Track assigned action items and follow up with responsible parties to support timely completion.
• Vendor & Subcontractor Management
  • Maintain an accurate and qualified vendor and subcontractor database.
  • Develop and maintain professional relationships with suppliers, vendors, and subcontractors.
  • Obtain and maintain Certificates of Insurance (COIs), bonds, and other required vendor and subcontractor documentation.
  • Ensure contracts, insurance, bonds, and required documentation are current and received before subcontractors perform work on site.
  • Follow up on missing, expired, or incomplete documentation and escalate unresolved issues to the Project Manager.
  • Track vendor and subcontractor performance and assist in resolving supplier or subcontractor issues.
  • Promote positive subcontractor and vendor relations by interacting professionally, consistently, and fairly with all parties.
• Subcontract Administration
  • Prepare subcontract agreements and related documentation.
  • Route subcontracts and other agreements for review and execution.
  • Track executed and outstanding agreements and maintain current subcontract logs.
  • Coordinate subcontract modifications, change documentation, and related administrative requirements.
  • Verify subcontract compliance with company and project requirements.
  • Maintain current scopes of work and distribute revisions to appropriate project stakeholders.
  • Coordinate with Project Managers, accounting personnel, subcontractors, and vendors to resolve contract documentation issues.
• Cost Control & Job Cost Support
  • Compare subcontractor, supplier, and vendor pricing against project budgets.
  • Monitor committed costs and assist with project cost tracking.
  • Assist with buyout reporting and forecasting efforts.
  • Identify and communicate potential cost-saving and value-engineering opportunities.
  • Assist with job cost coding and ensure purchase orders and commitments are assigned appropriately.
  • Maintain accurate procurement, commitment, and cost-control logs.
  • Coordinate with Sage accounting and other company financial systems as required.
• Scheduling & Material Coordination
  • Maintain procurement schedules in coordination with the overall project schedule.
  • Identify critical and long-lead materials, equipment, submittals, and procurement activities.
  • Monitor lead times and communicate potential schedule impacts to the Project Manager and Superintendent.
  • Coordinate material delivery requirements with field personnel.
  • Distribute current short-interval and overall project schedules to appropriate subcontractors and stakeholders.
  • Follow up with vendors and subcontractors regarding delivery dates and outstanding procurement commitments.
• Compliance & Risk Management
  • Ensure procurement and project administration activities comply with company policies and procedures.
  • Verify subcontractor and vendor insurance requirements.
  • Track Certificates of Insurance, bonds, lien waivers, contracts, and other required compliance documentation.
  • Follow up proactively on missing or expired compliance documents.
  • Maintain complete and audit-ready procurement and project files.
  • Support internal and external audit requests as needed.
  • Escalate compliance concerns to the Project Manager or appropriate management personnel.
• Punch List & Project Closeout
  • Distribute punch lists to subcontractors and other responsible parties.
  • Track punch-list items and follow up as necessary to support timely completion.
  • Collect, organize, review, and assemble required project closeout documentation.
  • Coordinate warranties, certifications, operation and maintenance manuals, as-built documentation, and final compliance documents.
  • Identify deficiencies or missing closeout documentation and work directly with subcontractors and vendors to obtain corrections.
  • Maintain closeout logs and communicate outstanding items to the Project Manager.
  • Support timely and complete administrative closeout of assigned projects.
• Client & Team Relationships
  • Build and maintain positive relationships with clients through responsiveness, professionalism, and consistent follow-through.
  • Reinforce the company's commitment to exceptional client service.
  • Develop effective working relationships within the project team and throughout the company.
  • Communicate effectively with Project Managers, Assistant Project Managers, Superintendents, accounting personnel, subcontractors, vendors, clients, and other stakeholders.
  • Work cooperatively with team members to achieve shared project goals and organizational objectives.
  • Promote professional, fair, and positive relationships with subcontractors and vendors.
• Performance & Professional Expectations
  • Maintain a positive and professional approach to daily tasks and responsibilities.
  • Exhibit a strong work ethic, enthusiasm, and commitment to delivering high-quality results.
  • Demonstrate exceptional attention to detail and accuracy in all aspects of procurement and project administration.
  • Consistently demonstrate initiative, accountability, and a sense of urgency.
  • Complete assignments thoroughly, accurately, and within established deadlines.
  • Anticipate project needs and proactively identify potential issues before they affect cost, schedule, compliance, or project execution.
  • Take ownership of assigned responsibilities and follow issues through to resolution.
  • Prioritize competing responsibilities effectively in a fast-paced construction environment.
  • Communicate potential problems, delays, or documentation deficiencies promptly to the appropriate project team members.
  • Support a collaborative, solutions-oriented project environment focused on successful project delivery.

Qualifications

• Associate's or Bachelor's degree in Construction Management, Business, Supply Chain, Engineering, or related field preferred.
• 3–5 years of construction procurement, purchasing, estimating, or project coordination experience.