Construction Project Coordinator

We are seeking a dedicated and detail-oriented Construction Project Coordinator to support an exciting construction project in Clay, NY. In this role, you provide critical administrative and coordination support to ensure projects run smoothly, documentation remains accurate, and communication flows effectively between office, field, and project management teams.

Responsibilities

• Provide day-to-day administrative support to the Project Manager and project team to ensure smooth project operations.
• Manage Procore administration for multiple active projects, including directory management, document control, RFIs, submittals, change orders, purchase orders, and meeting minutes.
• Maintain accurate and up-to-date project records and documentation to ensure data integrity and compliance with project requirements.
• Record and update the status of project-specific contracts and insurance certificates to ensure all documentation remains current.
• Create and distribute meeting agendas and minutes on a weekly basis for internal and external stakeholders.
• Provide administrative support in the field to improve workflow, coordination, and overall efficiency.
• Organize and log minutes for weekly onsite staff meetings for corporate records and future reference.
• Facilitate and maintain open lines of communication internally with the project team and externally with owners, general contractors, and subcontractors.
• Draft, review, and finalize proposals and contracts for subcontractors, consultants, and owners in alignment with project requirements.
• Monitor compliance with project requirements as specified by owners and general contractors, and collect all necessary compliance paperwork.
• Support the onboarding and training of field staff to ensure they are prepared for project demands and processes.
• Serve as a liaison between office, field, and project management teams to ensure seamless communication and documentation flow.
• Assist with procurement coordination, including managing RFQs, purchase orders, and material tracking as needed.
• Track action items, open issues, and deadlines, and proactively flag risks or delays to project managers.
• Process payment applications and AIA documents in a timely and accurate manner.
• Create and maintain organized project folders and documentation on SharePoint to support easy access and version control.
• Assist in the preparation of project schedules and monitor progress against established timelines.
• Support quality control processes to ensure that project deliverables meet specified standards and expectations.
• Attend site meetings and record pertinent information for distribution to project stakeholders.

• Minimum of 3 years of experience in project coordination or construction administration.
• Proficiency in Procore for construction project management, including document control and project tracking.
• Proficiency in SharePoint for organizing and maintaining project documentation.
• Strong organizational skills with the ability to manage multiple projects and tasks simultaneously.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent written and verbal communication skills to interact effectively with internal teams and external partners.
• Ability to thrive in a fast-paced environment and adapt to changing project needs.
• Self-motivated with the ability to work independently with minimal supervision.
• Experience working with construction documents and construction-related workflows.

• OSHA 10 or OSHA 30 certification preferred, especially for working onsite in a construction environment.
• Public Notary License is preferred and considered an asset.
• Prior experience coordinating construction projects using tools such as Procore and SharePoint.
• Demonstrated ability to support procurement activities, including RFQs, purchase orders, and material tracking.
• Familiarity with processing payment applications and AIA documentation.
• Experience serving as a liaison between office and field teams in a construction setting.

This role is onsite in Clay, NY at a construction project location. You will primarily work from an onsite job trailer and within the project environment, collaborating closely with field staff, project managers, and other stakeholders. The position involves regular attendance at site meetings and interaction with active construction operations, requiring comfort in a dynamic, fast-paced, and field-oriented setting that leverages tools such as Procore, SharePoint, and Microsoft Office.

Job Type & Location

This is a Permanent position based out of Liverpool, NY.

The pay range for this position is $60000.00 - $75000.00/yr.

Industry Standard is a Certified Service Disabled Veteran Owned Small Business with the Veterans Administration and New York State.

This is a fully onsite position in Liverpool,NY.

This position is anticipated to close on May 31, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

Salary : $60,000 - $75,000