Project Management Coordinator

Position Summary

The Project Management Coordinator provides administrative and project coordination support to the Project Management team throughout the lifecycle of commercial construction projects. This role serves as a central resource for project documentation, communication, and coordination, ensuring projects remain organized, compliant, and moving forward.

Key Responsibilities

Project Documentation & Administration

• Prepare, organize, and maintain project documentation from preconstruction through project closeout.
• Manage project files, document control, and project workflows within Procore and other company systems.
• Assist with the preparation and distribution of contracts, subcontracts, purchase orders, and project correspondence as necessary.
• Maintain drawing logs, specification revisions, and document distribution.
• Assemble closeout packages, including warranties, operation manuals, as-built drawings, and final documentation.

Project Coordination

• Track and coordinate RFIs, submittals, shop drawings, permits, inspections, and other project deliverables.
• Assist with subcontractor onboarding and project startup documentation.
• Coordinate material procurement tracking and long-lead item updates.
• Schedule project meetings and distribute agendas, meeting minutes, and action items.
• Support Project Managers with schedule updates, milestone tracking, and project reporting.
• Help ensure accurate communication and information flow between project teams, field staff, clients, subcontractors, and vendors.

Financial & Administrative Support.

• Track change orders and maintain supporting documentation.
• Assist with budget tracking and project cost documentation.
• Coordinate invoice routing and maintain organized project financial records.
• Prepare project reports and dashboards for internal meetings.

Team Support & Process Improvement

• Provide administrative support to multiple Project Managers simultaneously.
• Identify opportunities to improve consistency, organization, and efficiency within the Project Management team.
• Develop and maintain templates, checklists, and standardized project processes.
• Assist in implementing company best practices and documentation standards.
• Serve as a resource for locating project information and maintaining organized project records.

Client & Vendor Support

• Maintain professional communication with owners, architects, engineers, subcontractors, and vendors.
• Respond to routine project inquiries and coordinate follow-up with the appropriate Project Manager.
• Support the Project Management team in delivering an exceptional client experience through timely communication and organized project administration.

Qualifications

• Associate’s or Bachelor’s degree in Construction Management, Business Administration, or related field preferred.
• 2+ years of administrative, project coordination, or construction office experience preferred.
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills.
• High attention to detail and commitment to accuracy.
• Proficient in Microsoft Office Suite.
• Experience with Procore, Bluebeam, or similar construction software preferred.
• Ability to manage multiple priorities while meeting deadlines.

Preferred Traits

• Highly organized and process-oriented.
• Proactive and resourceful.
• Strong customer service mindset.
• Comfortable working with multiple project teams simultaneously.
• Continuous improvement mindset.
• Takes pride in helping others succeed.

Success in This Role Looks Like

• Project Managers spend more time managing projects and less time completing administrative tasks.
• Project documentation is accurate, organized, and up to date.
• RFIs, submittals, contracts, and project deliverables are tracked and completed on time.
• Communication between the office, field, clients, and subcontractors is timely and organized.
• Project Managers are able to successfully manage a larger portfolio of projects while maintaining high levels of client service and project quality.
• Standardized processes improve efficiency and consistency across the Project Management team.

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the organization.