Project Coordinator (Construction)

Aquent, a premier talent solutions partner, is excited to connect you with an exceptional opportunity at a leading organization within the financial services sector. This company is renowned for its unwavering commitment to client success and its forward-thinking approach to operational excellence, continuously investing in its infrastructure to support its expansive operations and service offerings. You'll be instrumental in shaping the physical infrastructure that underpins the organization's strategic goals, directly impacting operational efficiency, innovation, and client satisfaction.

Are you a highly organized and detail-oriented professional with a passion for bringing ambitious projects to life? We are seeking a dynamic individual to step into a pivotal role, driving the successful execution of critical infrastructure and facility development initiatives. In this position, you'll be the linchpin, ensuring projects are delivered safely, on time, and within budget, directly impacting the operational efficiency and growth of a premier financial services firm. Your contributions will be essential in supporting the creation of environments that foster innovation and client satisfaction, playing a direct role in the physical development that underpins the organization's strategic goals. As a key member of the team, you will be at the forefront of bringing ambitious construction projects to fruition, directly influencing the physical spaces that drive innovation and client satisfaction. You will play a crucial role in ensuring that all infrastructure and facility development initiatives are executed flawlessly, from conception to closeout. Your meticulous coordination and support will enable Project Managers to deliver critical projects safely, on time, and within budget, directly impacting the operational efficiency and strategic growth of the organization. This is an opportunity to be a central figure in shaping the environments that foster success, making a tangible difference in the organization's infrastructure and its ability to serve its clients.

Key Responsibilities

• Provide comprehensive administrative, financial, and project coordination support for a variety of corporate and retail construction projects.
• Act as a crucial liaison, fostering seamless communication and collaboration between Project Managers, design teams, real estate stakeholders, technology groups, facilities teams, general contractors, consultants, and vendors.
• Support Project Managers through all phases of construction projects, from initial planning to final closeout.
• Coordinate project activities across diverse internal and external stakeholders to ensure alignment and progress.
• Assist with project startup tasks, including vendor onboarding and essential document collection.
• Facilitate the collection of quotes and proposals, and manage their entry into the procurement system.
• Perform financial reconciliation of project budgets and costs to maintain fiscal accuracy.
• Maintain meticulously organized project files and records, adhering to company standards.
• Upload all project documents to designated electronic folders, ensuring accessibility and version control.
• Verify that all project documentation is accurate, current, and readily available for all team members.
• Assist with the preparation and processing of purchase requisitions, purchase orders, work orders, contract amendments, and vendor agreements.
• Coordinate the collection and review of vendor insurance certificates and other supporting documentation.
• Ensure all documentation complies with requirements prior to contract execution.
• Track project commitments, invoices, budget allocations, and expenditures.
• Support the review and processing of contractor pay applications and vendor invoices.
• Assist with change order review and documentation processes.
• Prepare detailed project financial reports and provide regular budget updates.
• Monitor project costs proactively and identify potential budget concerns for Project Managers.
• Track project milestones, deliverables, and critical dates to keep projects on schedule.
• Monitor long-lead procurement items and their delivery schedules to prevent delays.
• Coordinate project reporting and dashboard updates for stakeholders.
• Assist with the tracking and resolution of punch list items during project closeout.
• Coordinate the collection of essential closeout documentation, including as-built drawings, warranties, O&M manuals, training documentation, and final lien releases.
• Support the seamless turnover of completed projects to Facilities and operational teams.
• Ensure strict adherence to company policies, procurement standards, audit requirements, and project management procedures.
• Track required approvals and maintain supporting documentation for compliance.
• Support project audits and compliance reviews as needed.
• Assist with vendor performance documentation and reporting.

Must-Have Qualifications

• 3-5 years of experience in construction, project coordination, contract administration, or project support.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with Microsoft Project or equivalent project scheduling software.
• Strong document management and reporting capabilities.
• Exceptional organization and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities simultaneously in a fast-paced environment.
• Strong problem-solving and analytical skills.
• A customer service mindset with a collaborative approach.
• Ability to work effectively with cross-functional teams and external vendors.

Nice-to-Have Qualifications

• Bachelor's degree in Construction Management, Engineering, Architecture, Project Management, Business Administration, or a related field. An equivalent combination of education and experience may also be considered.
• Experience supporting corporate interiors, retail, commercial construction, or real estate projects.
• Familiarity with the construction project lifecycle and project delivery processes.
• Experience with procurement, contract management, or project management systems.

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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