Project Coordinator – Construction

Position Summary

The Project Coordinator provides critical administrative, operational, and financial support across construction projects and facilities maintenance operations. This role ensures seamless coordination between project managers, subcontractors, vendors, internal teams, and clients. The ideal candidate is highly organized, technically proficient, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

The Project Coordinator will oversee project documentation, vendor onboarding, contract and compliance management, scheduling, work order tracking, AIA billing, accounts payable support, procurement coordination, and reporting—serving as a central hub for project and operational communication.

Key Responsibilities

Project Coordination & Administrative Support

• Provide administrative support to the Facilities and Operations teams, including scheduling, documentation, reporting, and communication.
• Maintain all project documentation, including contracts, RFIs, submittals, change orders, permits, insurance certificates, and compliance files.
• Liaise with internal departments and external contractors to facilitate smooth project execution and issue resolution.
• Review and prepare reports, spreadsheets, and summaries for upper management.
• Handle confidential and time-sensitive information with discretion.
• Maintain accurate records, logs, and digital filing systems; ensure data integrity across platforms.

Facilities & Work Order Coordination

• Coordinate work order management using UtilizeCore or similar systems; ensure timely dispatch, follow-up, task progression, and documentation of completed work.
• Support facilities maintenance workflows, including vendor scheduling, work order prioritization, and procurement needs.

Vendor, Contract & Compliance Management

• Manage vendor onboarding and compliance through platforms such as Avetta, Avaro, and Market Dojo.
• Oversee and maintain contract management systems; track renewals, deliverables, and performance compliance.
• Assist in procurement tasks using systems like Ariba and Market Dojo, including RFP support, supplier communication, and bid coordination.

Construction Accounting & Financial Support

• Support budget tracking and project financial management in collaboration with the finance team.
• Perform accounts payable functions including invoice entry, verification, and coordination with vendors.
• Assist with AIA billing, pay applications, progress billing, retainage, and lien waivers.
• Reconcile vendor statements and maintain accurate job cost tracking.

Systems, Processes & Technology

• Utilize platforms such as QuickBooks, UtilizeCore, Market Dojo, Avetta, Aravo, Ariba, and Excel for daily operations.
• Ensure accuracy across all digital systems and assist in improving internal processes related to documentation, compliance, and workflow efficiency.

Required Qualifications

• Minimum 3+ years of administrative experience in the facilities maintenance or construction industry.
• Demonstrated expertise in at least three of the following platforms: UtilizeCore, Market Dojo, Avetta, Avaro, Ariba.
• Strong knowledge of contract lifecycle management, vendor compliance, and procurement processes.
• High technical proficiency with the ability to quickly learn new systems and platforms.
• Exceptional attention to detail, organization, and accuracy.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and/or Google Workspace.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Facilities Management, Construction Management, or a related field.
• Experience working with CMMS (Computerized Maintenance Management Systems).
• Knowledge of OSHA and general safety compliance in facilities or construction environments.

Pay: $68, $75,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Work Location: In person