Construction Project Coordinator

Position Summary
The Construction Project Coordinator provides administrative, organizational, and project support to ensure efficient coordination across project teams, field operations, purchasing, accounting, and clients. This position requires strong attention to detail, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced landscape construction environment.

Key Responsibilities

The Construction Project Coordinator will support internal and external customers by performing a variety of administrative and project coordination duties, including:

• Prepare and maintain minutes for weekly construction meetings.
• Submit job setup information to Accounting and create electronic job folders at estimating turnover.
• Create, manage, and maintain BlueStake tickets, updating them as needed and routing information to the field.
• Coordinate required municipal permits and support permit closeout upon project completion.
• Organize and maintain project-specific electronic files and client documentation.
• Distribute approved project plans and updates to field team members.
• Create, manage, and distribute job books for newly awarded projects.
• Assist Project Management and Purchasing with tracking approved submittals and required samples; cross-train on basic procurement duties.
• Maintain current crew, driver, and truck assignment lists as provided by the General Superintendent and communicate updates to Fleet Management and Risk Management.
• Pull weekly job budget reports from Sage, save them electronically, and distribute them for project management review.
• Assist with tracking change order requests as directed by Project Management.
• Verify invoices against executed purchase orders in Sage, including proper job cost coding before weekly department approval.
• Support field production employees by validating payroll timecards, PTO requests, and time entry in ExakTime prior to weekly department approval.
• Assist with closeout documentation for clients upon project completion, ensuring all requirements are current and complete.

Qualifications

• High school diploma, GED, or equivalent combination of education, experience, and training.
• Bilingual English/Spanish preferred.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Detail-oriented with a professional demeanor.
• Effective communication skills across all levels of the organization.
• Ability to prioritize, organize, and manage workload efficiently.
• Strong problem-solving and analytical skills.
• Proficient written and verbal communication skills.

Physical Requirements

The physical demands described here are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

While performing this job, the employee is regularly required to sit, use hands and fingers to handle or feel, reach with hands and arms, and talk or hear. The employee will frequently stand and walk and must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.