Construction Division Coordinator

Overview

The Construction Division Coordinator serves as a key support partner to the Construction Division Manager here at BoxHouse. This role is essential in ensuring the smooth operation of the division by assisting with project coordination, administrative tasks, and day-to-day support needs. The Coordinator acts as a reliable resource, helping the Division Manager stay organized, informed, and focused on strategic priorities.

Key Responsibilities

• Provide high-level administrative and operational support to construction executives, project directors, or the Construction Division Manager.
• Manage executive calendars, including project meetings, site visits, subcontractor meetings, and travel arrangements.
• Prepare, review, and edit correspondence, reports, proposals, contracts, presentations, and other project-related documentation.
• Coordinate internal teams (project managers, superintendents, accounting) and external partners (clients, vendors, consultants) to streamline communication.
• Track project schedules, deadlines, deliverables, and action items to ensure timely follow-up, including documenting work site accidents and safety incidents.
• Assist with bid preparation, subcontractor documentation, and contract administration.
• Maintain organized project files, including drawings, permits, RFIs, submittals, change orders, and closeout documents.
• Process invoices, expense reports, purchase orders, and lien waivers as needed.
• Support meeting logistics, including agendas, minutes, action logs, and follow-up communication.
• Handle confidential information with professionalism and discretion.
• Assist with compliance tracking, including insurance certificates, OSHA, licensing documentation, and other regulatory requirements.
• Support office operations, including onboarding new hires, coordinating training, and managing office supplies.
• Support general operational needs of the division as requested.
• Serve as a point of contact between executives and field teams, and act as a secondary contact for routine questions or issues when leadership is unavailable.

Qualifications

• Previous experience in construction administration, project coordination, or a related field; experience in engineering, architecture, or real estate is a plus.
• Familiarity with construction documents, terminology, and project management tools (e.g., Procore, Bluebeam, PlanGrid, ClickUp).
• Proficiency in Microsoft Office Suite, Google Workspace, and other relevant software.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to work independently, take initiative, and anticipate the needs of leadership.

Salary

• • Salary will be determined base on experience and qualifications