Commercial Construction Project Coordinator

Commercial Construction Project Coordinator

Job Summary

We are seeking a highly organized and detail-oriented Commercial Construction Project Coordinator to support Project Managers and Superintendents in the planning, coordination, documentation, and execution of commercial construction projects.

The Project Coordinator plays a key role in keeping projects organized and moving forward by managing project documentation, tracking RFIs and submittals, assisting with procurement and change orders, coordinating with subcontractors and vendors, and maintaining accurate project records.

The ideal candidate is proactive, dependable, comfortable working in a fast-paced construction environment, and interested in developing toward a Project Manager role.

Key Responsibilities

Project Coordination & Administration

• Support Project Managers and Superintendents throughout all phases of commercial construction projects.
• Assist with project startup, planning, construction, and closeout activities.
• Maintain organized and accurate electronic and physical project files.
• Distribute drawings, specifications, revisions, and other project information to appropriate team members.
• Track project deadlines, action items, and required documentation.
• Assist with preparation of project reports, meeting agendas, and meeting minutes.
• Coordinate communication between project teams, subcontractors, vendors, architects, engineers, and clients.

RFIs, Submittals & Construction Documents

• Prepare, submit, distribute, and track Requests for Information (RFIs).
• Maintain RFI logs and follow up on outstanding responses.
• Coordinate and track subcontractor submittals and shop drawings.
• Review incoming submittals for completeness before forwarding them for approval.
• Maintain current submittal logs and communicate outstanding items to the project team.
• Distribute approved submittals and revised documents to field personnel and subcontractors.
• Maintain current project drawings and specifications.

Subcontractor & Vendor Coordination

• Assist with subcontractor and vendor communication and coordination.
• Request and track subcontractor proposals, quotes, insurance certificates, and required documentation.
• Assist Project Managers with subcontract and purchase-order preparation.
• Maintain subcontractor and vendor contact information and project records.
• Track subcontract execution and required compliance documents.
• Assist with procurement and tracking of materials, equipment, and long-lead items.
• Follow up with subcontractors and vendors regarding outstanding project requirements.

Change Orders & Cost Documentation

• Assist with preparation and tracking of potential change orders and change-order requests.
• Collect subcontractor pricing and supporting documentation for changes.
• Maintain change-order and potential-change-order logs.
• Assist Project Managers with preparing owner change-order documentation.
• Help track project commitments, purchase orders, subcontract values, and approved changes.
• Assist with invoice and pay-application documentation as required.

Scheduling & Field Coordination

• Assist Project Managers and Superintendents with maintaining project schedules and milestone dates.
• Track material deliveries, inspections, subcontractor activities, and other critical project dates.
• Assist with short-term look-ahead schedules and coordination activities.
• Communicate schedule updates and project requirements to subcontractors and vendors.
• Help identify outstanding items that could impact project progress.

Meetings & Communication

• Schedule and coordinate project meetings.
• Prepare meeting agendas and supporting materials.
• Attend project meetings and prepare accurate meeting minutes.
• Track action items and follow up with responsible parties.
• Maintain professional communication with clients, subcontractors, vendors, architects, engineers, and internal team members.

Project Closeout

• Assist with development and completion of project punch lists.
• Track outstanding punch-list items through completion.
• Collect and organize warranties, O&M manuals, as-built drawings, attic stock information, and other closeout documents.
• Coordinate subcontractor closeout documentation.
• Assist with preparation of final project turnover packages.
• Maintain closeout logs and follow up on outstanding requirements.

Qualifications

• Bachelor's or associate degree in Construction Management, Engineering, Architecture, Business, or a related field preferred; relevant construction experience may be considered in place of a degree.
• 1–3 years of experience in commercial construction, project coordination, construction administration, or a related position preferred.
• Basic understanding of commercial construction processes and terminology.
• Ability to read and understand construction drawings and specifications.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments, priorities, and deadlines.
• Strong follow-up skills and willingness to take ownership of assigned responsibilities.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.

Preferred Experience

• Experience with Sage Construction or similar construction management software.
• Experience with Bluebeam Revu or similar plan-review software.
• Familiarity with RFIs, submittals, change orders, purchase orders, and subcontract documentation.
• Familiarity with commercial construction contracts and project accounting.
• Experience working with general contractors, subcontractors, architects, engineers, or construction owners.
• OSHA 10 certification is a plus.

Key Competencies

• Organization and attention to detail
• Construction documentation
• RFI and submittal management
• Subcontractor coordination
• Change-order tracking
• Procurement tracking
• Scheduling and deadline management
• Written and verbal communication
• Problem-solving
• Initiative and follow-through
• Team collaboration
• Time management
• Accountability

Career Development

The Commercial Construction Project Coordinator position can serve as a development path toward an Assistant Project Manager and Project Manager role. The successful candidate will have opportunities to take on increasing responsibility in project financial management, scheduling, subcontractor management, client communication, contract administration, and overall project leadership as their experience grows.

Success in This Role

Success in this position means keeping project information accurate, organized, current, and moving forward. A successful Project Coordinator anticipates what the project team needs, follows up consistently on outstanding items, communicates effectively with all parties, and helps Project Managers and Superintendents deliver projects safely, on schedule, within budget, and to the expected quality standards.

Commercial construction