Construction Project and Office Coordinator

Description

Join Horizon Construction Group Inc. as Project and Office Coordinator and be part of a thriving team! Our unwavering commitment to our team has earned us the honor of being a Top Workplace for the sixth consecutive year, highlighting our dedication to fostering a supportive and dynamic work environment.

In 2024, we set a company record by breaking ground on 2,900 multifamily units throughout the Midwest, leading to our recognition as a Top 25 Builder by the National Multifamily Housing Council, ranking #15. This achievement underscores our strength and stability in the industry.

As a 2025 Platinum Level STEP Award winner through ABC-WI, we prioritize safety and quality in all our projects. At Horizon Construction Group Inc., you'll be able to grow professionally, work on exciting projects, and be part of a team that values your contributions. Join us and build a brighter future together!

We are seeking a dedicated and organized Project and Office Coordinator for our Indiana office. This role combines project coordination with office administration to support our construction team and ensure smooth operations. The ideal candidate will manage project documentation, coordinate meetings, assist with various project management tasks, and work closely with the Corporate Office Manager to maintain office standards.

Project Coordination:

• Prepare and distribute meeting agendas and minutes.
• Finalize and send AIA Owner Contracts and exhibits through DocuSign.
• File contract documents via CMiC and track project documentation.
• Update and publish changes to contract documents for subcontractors.
• Maintain updated plans and specifications, including construction bulletins, Architectural Supplements, and RFIs.
• Develop and update project directories and subcontractor lists.
• Issue subcontracts, purchase orders, and change orders, ensuring timely receipt/execution.
• Maintain submittals, RFIs, and drawing logs within project management software.
• Assemble and distribute monthly owner reports.
• Assist with procurement of project signage and prepare punch lists.
• Recommend workflow and process improvements.
• Prepare and distribute weekly project-specific reports and meeting minutes.
• Track and file all Field Superintendent paperwork for assigned projects.

Office Administration:

• Assist and support staff and visitors, including greeting visitors and setting up conference rooms.
• Answer incoming office phones and direct appropriately.
• Prepare and submit monthly postage meter and copier reports.
• Order, receive, stock, and maintain inventory of office supplies.
• Sort and distribute incoming mail; prepare outgoing mail and overnight deliveries.
• Maintain cleanliness and organization of conference rooms, kitchen, and common areas.
• Coordinate new employee space setup and teardown for exiting employees.
• Initiate and monitor property maintenance issues and coordinate with the landlord as needed.
• Attend Shared Services team meetings to ensure smooth office operations.

Supervision:

• Receive guidance from your immediate supervisor daily/weekly.
• No formal direct reports.
• Informally direct or coach other team members as needed.

Requirements

Education and Experience:

• Previous clerical, secretarial, or administrative experience required (5 years).
• Previous construction administrative experience preferred.
• Previous customer service experience required.
• Strong proficiency in data entry with attention to detail
• Ability to learn and adapt to multiple software programs
• Exceptional organizational skills with the ability to manage multiple tasks simultaneously

Skills:

• Proficient in Microsoft Word and Excel.
• Ability to type at a minimum speed of 45 wpm.
• Clear and effective communication skills, both verbal and written.
• Ability to handle multiple projects and meet critical deadlines.
• Ability to perform quality work within deadlines with or without direct supervision.
• Team player with a collaborative approach to assignments.
• Problem-solving skills and ability to maintain confidentiality.
• Adaptability to changes in the work environment and ability to manage competing demands.
• Consistent attendance and punctuality.
• A positive attitude, eagerness to learn, develop and grow as the company grows
• Accountability, honesty, trustworthiness, and hard work
• Ability to work under stress, interruptions, and tight deadlines.
• Strong written and verbal communication skills

Physical Demands and Work Environment:

• Regularly required to sit, stand, write, and operate a computer keyboard, standard office equipment, and telephone.
• Frequently required to move about and reach for items.
• Occasionally lift and/or move up to 25 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.