Senior Project Coordinator

ESSENTIAL RESPONSIBILITIES

• Create project folders using company standards for every awarded project.
• Maintain consistent electronic and physical file structures across all projects.
• Ensure required startup documents are completed and filed.
• Maintain project contact lists and distribution lists.
• Establish and maintain project logs.
• Manage project correspondence and documentation.
• Maintain current drawing, specification, and addendum files.
• Ensure project files remain organized and up to date.
• Track incoming and outgoing documents.
• Assist with closeout document collection and organization.
• Prepare and distribute submittals after PM approval
• Maintain submittal logs
• Track review status and approval dates.
• Follow up with vendors, engineers, and project teams as required.
• Assist in requesting and assembling O&M manuals and closeout packages.
• Prepare permit applications.
• Submit permit packages
• Track permit status and inspections.
• Coincide with municipalities and AHJs.
• Maintain permit logs.
• Maintain change order logs
• Track pending, approved, and rejected change orders.
• Assist PMs with preparing documentation.
• Monitor aging change orders and follow-up requirements.
• Assist PMs with project startup documentation.
• Support monthly reporting requirements.
• Assist with meeting coordination and meeting minutes.
• Track contract requirements and deliverables.
• Assist with billing support documentation.
• Assemble closeout packages.
• Coordinate warranties and maintenance documents.
• Collect as-builts and final project documentation.
• Ensure project records are complete before final closeout.

MINIMUM AND/OR PREFERRED QUALIFICATIONS

• EDUCATION: High School Diploma (or GED or High School Equivalence Certificate) and work experience of 3 years in an office setting. Associate or bachelor's degree in construction management is a plus.
• EXPERIENCE: Required 3-5+ years administrative or construction office experience. Experience in HVAC, Mechanical, Construction, or Engineering. Experience with Procore, ComputerEase, Bluebeam, Autodesk Construction Cloud, and SharePoint. Understanding of Submittals, RFIs, Change Orders, Permits, and Construction Documents.

Skill Requirements

• Strong organizational skills.
• Ability to manage multiple projects simultaneously.
• Proficient with Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong attention to detail.