Project Coordinator (Construction)

Company Overview:

Hillwood Construction Services provides general contracting and construction management services in the United States. The company began in December 2000 as an industrial general contractor focusing on industrial warehouse and distribution facilities. Over the years, Hillwood Construction Services has diversified and expanded into many project types, from corporate headquarters to hangars, churches, Class-A office developments, hotels and tenant interiors.

Position Summary:

Hillwood Construction Services (HCS) is seeking to hire a support Project Coordinator in our Turtle Creek Headquarters located in Dallas, Texas. The primary functions of the Project Coordinator position will be to assist HCS Operations in the administrative management of Owner and Subcontractor contracts, change orders, applications for payment, and general payables. This detail-oriented individual should have experience with Microsoft Office software and should have the ability to work independently on a variety of responsibilities. Candidates must be able to communicate with both internal and external customers, as well as subcontractors, suppliers, and vendors. Experience with construction contracts is highly desirable.

Responsibilities:

Contract Management:

• Establish and maintain Owner contract files, including contracts, change orders, certificates of insurance, and applications for payment.
• Monitor and track Owner contracts, change orders, and certificates of insurance.
• Review and approve Owner contracts and change orders within Procore.
• Manage Subcontractor contract files, including contracts, change orders, certificates of insurance, and applications for payment.
• Distribute, track, and manage subcontracts, change orders, and certificates of insurance.
• Review and approve Subcontractor contracts and change orders within Procore.
  
  

Accounts & Construction Payables:

• Input subcontractor applications for payment monthly into Procore for approval.
• Enter direct invoices for payment weekly into Procore for approval.
• Prepare accounts and construction payable checks for distribution.
• Reconcile subcontractor payments before processing retainage applications for payment.
• Monitor subcontractor payables using our AP/AR Report.
  
  

General:

• Act as the primary backup for other Project Support roles in processing subcontract pay applications and direct invoices.
• Obtain W9 forms for vendor setup.
• Provide general office support, including answering phones and filing, as needed.
  
  

Required Skills and Abilities:

• Previous experience in general construction and/or financial administration.
• Proficiency in Microsoft Excel, Outlook, and Word.
• Experience with JD Edwards and Procore preferred, but not required.
• Strong communication skills, interpersonal skills, and a diligent work ethic.
  
  

Education and Experience:

• Minimum 2–4 years of experience in construction administration, project coordination, contract administration, accounts payable, or a related support function.
• Experience working within a commercial construction environment strongly preferred.
• Demonstrated experience managing contracts, change orders, certificates of insurance, and applications for payment.
• Experience processing subcontractor pay applications and direct invoices.
• Familiarity with accounting principles related to construction payables, retainage, and vendor management.
• Experience using construction management and financial systems such as Procore and JD Edwards preferred.
• Proficiency in Microsoft Excel (including basic formulas and reporting), Outlook, and Word.
• Experience working cross-functionally with internal teams, subcontractors, vendors, and external stakeholders.
• Proven ability to manage multiple projects, meet deadlines, and maintain strong attention to detail in a fast-paced environment.
  
  

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

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