Construction Coordinator

JOB DESCRIPTION:

Audubon is currently seeking a Construction Service Coordinator to join our team in our Mobile, AL office. The Construction Services Coordinator supports the Construction Services team by managing document control, transmittals, planning activities, and travel logistics, with a strong focus on using Acumatica as the primary system of record for project and financial data. The role ensures that project documentation is accurate and accessible, that transmittals and project communications are properly logged, and that field personnel have the travel arrangements and information they need.

The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced construction environment, with hands-on experience using Acumatica or similar ERP/project systems.

PRIMARY RESPONSIBILITIES:

• Maintain project documentation in accordance with company standards and project setup requirements, ensuring alignment between CRM proposal numbers and Acumatica project numbers where applicable.
• Support Project Managers in ensuring that proposal numbers and project numbers are properly linked in Acumatica during project setup and execution.
• Receive, log, track, and file incoming and outgoing project documents (drawings, specifications, RFIs, submittals, change orders, reports, etc.), ensuring they are properly referenced in Acumatica where required.
• Ensure current, approved documents are accessible to project stakeholders through shared folders and aligned with Acumatica records.
• Assist with compiling and organizing project documentation required for project kickoff and execution, including alignment with Acumatica budget setup and project controls.

• Prepare, issue, and track transmittals to clients, contractors, vendors, and internal stakeholders, ensuring associated documents and references are consistent with Acumatica project records.
• Maintain transmittal logs and ensure all sent and received documentation is captured and, when appropriate, cross-referenced to project records in Acumatica.
• Coordinate with Project Managers and construction leadership to ensure timely response and distribution of transmittals and project communications.

• Support project kickoff processes by helping complete and maintain project checklists, ensuring that key items like budget setup in Acumatica and execution budgets are identified and tracked.
• Assist in tracking key project information including project name, number, type, client, location, and key personnel.
• Help organize and maintain project tracking tools that align with Acumatica records (e.g., schedules, risk and change logs, procurement and materials lists).
• Coordinate internal and external meeting schedules and assist with preparing agendas, minutes, and action items, ensuring decisions and changes impacting budgets or scope are reflected in Acumatica as needed.

• Arrange travel for construction and field personnel (flights, lodging, rental vehicles, per diem) in alignment with project schedules and requirements defined during project setup and kickoff.
• Coordinate mobilization and demobilization logistics, ensuring that travel plans align with project milestones and resource needs.
• Maintain organized records of travel arrangements and related costs, supporting alignment with Acumatica project cost tracking and coding when applicable.

• Use Acumatica consistent with company standards to support project setup, budgets, time entry, and project tracking, in coordination with Project Managers and Cost Controls.
• Support alignment between CRM opportunities/proposals and Acumatica projects, ensuring correct use of proposal numbers, project numbers, and business unit structures as defined in company procedures.
• Coordinate with timekeeping processes, ensuring employees and field teams know how to access and use the timesheet portal to properly charge time to projects.
• Adhere to company standards regarding use of AI tools and protection of sensitive information when supporting documentation work.

• Provide administrative and coordination support to Construction Services leadership, Project Managers, and Site Management as needed.
• Assist with maintaining project-related HR and onboarding information (key personnel lists, site access/training requirements, etc.).
• Help ensure compliance with company procedures related to CRM data, project setup, and document control practices.

Health, Safety, and Environmental Responsibilities:

• All employees are responsible for supporting Audubon Companies' Health, Safety, and Environmental (HSE) policies and procedures. This includes:
• Performing duties in a manner that protects personal and team health and safety
• Participating in required HSE training, meetings, and reporting activities
• Identifying and reporting hazards, near misses, and unsafe conditions
• Following safe work practices and complying with applicable regulatory requirements

EXPERIENCE AND SKILL REQUIREMENTS:

• High school diploma or GED required.
• Associate's or Bachelor's degree in Construction Management, Business Administration, or related field preferred.

• 5 years of experience in a construction, engineering, or industrial environment.
• Experience in project coordination, document control, or administrative support within a project/field construction setting preferred.
• Hands-on experience with Acumatica (or another ERP/project accounting system) is strongly preferred, especially in areas such as project setup, budgets, and time or cost tracking.

• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, Outlook); familiarity with Acumatica or similar ERP/project systems.
• Comfortable working with structured project information like proposal numbers, project numbers, cost codes, and business unit structures.
• Strong written and verbal communication skills.
• Ability to work collaboratively with project teams, field personnel, and support functions (HR, Cost Controls, Scheduling, etc.).

• Primarily office-based, with the potential for occasional visits to project or construction sites.
• May require occasional overtime or flexible hours to support project schedules and travel coordination.