Project Management Assistant / Coordinator

Position Summary

The Project Coordinator / Assistant Project Manager provides administrative and project support to the construction team to ensure projects are completed efficiently and on schedule. This role is responsible for coordinating project documentation, supporting preconstruction and buyout efforts, managing submittals and closeout processes, and facilitating communication between project stakeholders.

The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced construction environment.

Essential Duties & ResponsibilitiesProject Coordination & Administration

• Assist Project Managers with daily project tasks and documentation
• Coordinate and support day-to-day project and office activities
• Maintain accurate electronic and hard-copy project files and records
• Assist with creating meeting agendas
• Record, prepare, and distribute meeting minutes and action items in a timely manner
• Coordinate communication between project managers, subcontractors, suppliers, and clients

Document Control & Project Documentation

• Track, organize, distribute, and maintain construction documents, including:
• Requests for Information (RFIs)
• Instructions to Contractors (ITCs)
• Change Order Requests (CORs)
• Change Orders (COs)
• Subcontracts and other project documentation
• W-9 forms and Certificates of Insurance (COIs)
• Maintain logs for RFIs, submittals, and other project documentation
• Ensure project teams are working from current and approved documents

Submittals & Shop Drawing Coordination

• Coordinate and manage project submittals and shop drawings from subcontractors and suppliers
• Submit submittals for review and track through the design team until approval
• Follow up with subcontractors, suppliers, and design partners to ensure timely responses
• Utilize construction management software for tracking and documentation (Procore experience is a plus)

Preconstruction & Buyout Support

• Assist with bid solicitation, vendor outreach, and bid tracking
• Assist the preconstruction team with soliciting pricing from subcontractors and suppliers
• Help organize and track bid packages and scope coverage during project buyout

Scheduling, Procurement & Coordination

• Assist with project scheduling, procurement, and material tracking
• Coordinate with field teams and vendors to support timely delivery of materials and information

Closeout & Project Completion

• Coordinate project closeout activities, including punch lists and final documentation
• Assemble and manage closeout packages, including as-built drawings and O&M (Operations & Maintenance) binders
• Track and collect lien waivers and other closeout documents
• Ensure all warranties, manuals, and required documentation are complete and submitted

Additional Responsibilities

• Perform additional administrative and project-related duties as assigned

QualificationsRequired

• High school diploma or equivalent required; associate’s or bachelor’s degree in Construction Management, Business, or related field preferred
• 2 years of administrative or project coordination experience, preferably in construction
• Experience with construction document management processes
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational, multitasking, and time management skills
• Excellent verbal and written communication skills
• High attention to detail and accuracy

Preferred

• Experience with Procore or similar construction management software
• Familiarity with construction terminology, drawings, and project workflows
• Understanding of contracts, insurance requirements, and lien waivers
• Experience supporting bidding, buyout, or subcontractor coordination
• QuickBooks or basic accounting experience is a plus

Work Environment

• Primarily office-based with occasional visits to construction job sites
• Standard business hours with occasional extended hours to meet project deadlines

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Experience:

• Construction management: 1 year (Preferred)

Work Location: In person

Salary : $42,447 - $62,492