Project Coordinator

We are seeking a highly organized and detail-oriented Project Coordinator to support field operations and project accounting processes. This role is vital to the smooth execution of construction projects, bridging administrative, accounting, and compliance functions. The ideal candidate will have strong communication skills, experience with Procore, DocuSign, and ERP systems, and the ability to multitask in a fast-paced environment.

Key Responsibilities

Project & Field Support

• Enter time records for project team members and field crew.
• Maintain and update jobsite directories in Procore.
• Manage jobsite office supply inventory and trailer setup (e.g., utilities, dumpsters, trailers).
• Assist in scheduling and managing jobsite calendars and meeting spaces.
• Prepare and distribute meeting minutes and project documentation.
  
  

Contract & Commitment Management

• Route commitments and change orders through Procore/DocuSign for signatures
• Ensure executed commitments are submitted to ERP.
• Assist in communication with subcontractors regarding billing contacts and SSOV (Schedule of Values) entries in Procore.
  
  

Subcontractor Qualification & Compliance

• Guide subcontractors through the qualification process.
• Coordinate with accounting for subcontractor approval.
• Manage compliance documentation including COIs, CCIP enrollment, exclusion letters, and other insurance records.
• Monitor subcontractor invoice eligibility and compliance documentation.
  
  

Invoicing & Billing

• Review vendor invoices for accuracy, resolve discrepancies, and process for payment.
• Track credits and follow up with vendors until resolution.
• Submit invoices for payment (check or electronic).
• Compile lien releases and ensure proper documentation.
  
  

Credit Card & Expense Management

• Confirm all credit card receipts are uploaded to Concur with accurate descriptions.
• Code transactions and prepare for PM review.
  
  

Owner Billing & Financial Tracking

• Support owner billing processes including data entry, documentation collection, and lien waiver preparation.
• Record owner payments in Procore.
• Assist with inclusion of HUB paperwork and certified payroll when required.
  
  

Closeout & Compliance

• Assist with project closeout, documentation collection, and final turnover packages.
• Support LEED documentation collection and submission.
• Coordinate badging and access requirements for owners as needed.
  
  

Safety & Documentation

• Collect and file safety paperwork per owner and company requirements
  
  

Qualifications

• 2 years of experience in construction administration or accounting support.
• Bilingual (Spanish-speaking) preferred to support communication with diverse teams and stakeholders.
• Proficiency with Procore, Concur, DocuSign, and ERP systems.
• Knowledge of construction billing practices, lien waivers, and compliance documentation.
• Strong attention to detail, organizational skills, and communication abilities.
• Ability to work independently and collaboratively in a team environment.
• Familiarity with CCIP and LEED documentation processes is a plus.