Construction Coordinator

Primary Responsibilities

Procurement & Buyout

• Solicit bids from subcontractors, suppliers, and vendors.
• Issue Requests for Quotes (RFQs) and obtain competitive pricing.
• Prepare bid comparison spreadsheets and evaluate vendor and subcontractor proposals.
• Assist Project Managers with subcontractor and supplier selection.
• Prepare and process purchase orders.
• Track procurement schedules, committed purchases, and material requirements.
  • Identify and monitor long-lead materials and equipment.
• Coordinate material and equipment deliveries with Project Managers, Superintendents, and field personnel.
• Assist with value engineering and identify potential cost-saving opportunities.
• Maintain accurate procurement and buyout logs.

Project Management Support

• Assist the Project Manager and Assistant Project Manager throughout all phases and aspects of assigned projects.
• Provide day-to-day administrative and coordination support to Project Managers and other members of the management team.
• Participate in project kickoff meetings and assist with project startup activities.
• Coordinate procurement activities with the Project Manager, Assistant Project Manager, Superintendent, and other project stakeholders.
• Assist the PM/APM in developing, maintaining, and distributing overall project schedules and short-interval schedules.
• Monitor procurement and documentation activities for potential impacts to the project schedule and promptly communicate concerns.
• Keep field team members, including the Superintendent, informed and appropriately involved in project coordination and decision-making.
• Maintain a proactive approach to problem-solving and follow through on assigned project responsibilities.

Project Documentation & Procore Administration

• Utilize Procore and other project management software to maintain accurate project documentation and facilitate communication among project stakeholders.
• Maintain organized and current electronic and physical project files.
• Receive, organize, maintain, distribute, and process contract documents with clients, owners, subcontractors, and vendors.
• Ensure subcontractors and field personnel have access to current scopes of work, schedules, drawings, specifications, and other applicable project information.
• Maintain project logs and update project status information as required.
• Demonstrate exceptional attention to detail and accuracy when entering, maintaining, and distributing project information.

RFIs, Submittals & Project Communication

• Draft, submit, distribute, and track Requests for Information (RFIs) as directed by the Project Manager.
• Monitor outstanding RFIs and follow up as necessary to support timely responses.
• Receive, process, distribute, and track project submittals.
• Pursue outstanding submittals and coordinate with subcontractors, vendors, Project Managers, and design professionals as required.
• Review submittal documentation for conformity with project plans, specifications, and administrative requirements, escalating technical discrepancies to the appropriate project team member.
• Maintain accurate RFI and submittal logs within Procore or other designated project management systems.

Meetings & Coordination

• Coordinate and assist with project kickoff, pre-installation, subcontractor, owner, and other project meetings as assigned.
• Prepare meeting agendas and assemble required supporting materials and documentation.
• Distribute meeting materials to appropriate participants.
• Document meeting outcomes, action items, and follow-up requirements as directed by the Project Manager.
• Track assigned action items and follow up with responsible parties to support timely completion.

Vendor & Subcontractor Management

• Maintain an accurate and qualified vendor and subcontractor database.
• Develop and maintain professional relationships with suppliers, vendors, and subcontractors.
• Obtain and maintain Certificates of Insurance (COIs), bonds, and other required vendor and subcontractor documentation.
• Ensure contracts, insurance, bonds, and required documentation are current and received before subcontractors perform work on site.
• Follow up on missing, expired, or incomplete documentation and escalate unresolved issues to the Project Manager.
• Track vendor and subcontractor performance and assist in resolving supplier or subcontractor issues.
• Promote positive subcontractor and vendor relations by interacting professionally, consistently, and fairly with all parties.

Subcontract Administration

• Prepare subcontract agreements and related documentation.
• Route subcontracts and other agreements for review and execution.
• Track executed and outstanding agreements and maintain current subcontract logs.
• Coordinate subcontract modifications, change documentation, and related administrative requirements.
• Verify subcontract compliance with company and project requirements.
• Maintain current scopes of work and distribute revisions to appropriate project stakeholders.
• Coordinate with Project Managers, accounting personnel, subcontractors, and vendors to resolve contract documentation issues.

Cost Control & Job Cost Support

• Compare subcontractor, supplier, and vendor pricing against project budgets.
• Monitor committed costs and assist with project cost tracking.
• Assist with buyout reporting and forecasting efforts.
• Identify and communicate potential cost-saving and value-engineering opportunities.
• Assist with job cost coding and ensure purchase orders and commitments are assigned appropriately.
• Maintain accurate procurement, commitment, and cost-control logs.
• Coordinate with Sage accounting and other company financial systems as required.

Scheduling & Material Coordination

• Maintain procurement schedules in coordination with the overall project schedule.
• Identify critical and long-lead materials, equipment, submittals, and procurement activities.
• Monitor lead times and communicate potential schedule impacts to the Project Manager and Superintendent.
• Coordinate material delivery requirements with field personnel.
• Distribute current short-interval and overall project schedules to appropriate subcontractors and stakeholders.
• Follow up with vendors and subcontractors regarding delivery dates and outstanding procurement commitments.

Compliance & Risk Management

• Ensure procurement and project administration activities comply with company policies and procedures.
• Verify subcontractor and vendor insurance requirements.
• Track Certificates of Insurance, bonds, lien waivers, contracts, and other required compliance documentation.
• Follow up proactively on missing or expired compliance documents.
• Maintain complete and audit-ready procurement and project files.
• Support internal and external audit requests as needed.
• Escalate compliance concerns to the Project Manager or appropriate management personnel.

Punch List & Project Closeout

• Distribute punch lists to subcontractors and other responsible parties.
• Track punch-list items and follow up as necessary to support timely completion.
• Collect, organize, review, and assemble required project closeout documentation.
• Coordinate warranties, certifications, operation and maintenance manuals, as-built documentation, and final compliance documents.
• Identify deficiencies or missing closeout documentation and work directly with subcontractors and vendors to obtain corrections.
• Maintain closeout logs and communicate outstanding items to the Project Manager.
• Support timely and complete administrative closeout of assigned projects.

Client & Team Relationships

• Build and maintain positive relationships with clients through responsiveness, professionalism, and consistent follow-through.
• Reinforce the company's commitment to exceptional client service.
• Develop effective working relationships within the project team and throughout the company.
• Communicate effectively with Project Managers, Assistant Project Managers, Superintendents, accounting personnel, subcontractors, vendors, clients, and other stakeholders.
• Work cooperatively with team members to achieve shared project goals and organizational objectives.
• Promote professional, fair, and positive relationships with subcontractors and vendors.

Performance & Professional Expectations

• Maintain a positive and professional approach to daily tasks and responsibilities.
• Exhibit a strong work ethic, enthusiasm, and commitment to delivering high-quality results.
• Demonstrate exceptional attention to detail and accuracy in all aspects of procurement and project administration.
• Consistently demonstrate initiative, accountability, and a sense of urgency.
• Complete assignments thoroughly, accurately, and within established deadlines.
• Anticipate project needs and proactively identify potential issues before they affect cost, schedule, compliance, or project execution.
• Take ownership of assigned responsibilities and follow issues through to resolution.
• Prioritize competing responsibilities effectively in a fast-paced construction environment.
• Communicate potential problems, delays, or documentation deficiencies promptly to the appropriate project team members.
• Support a collaborative, solutions-oriented project environment focused on successful project delivery.