Project Coordinator

Summary:

A Project Coordinator plays a crucial role in the success of construction projects. This individual is ultimately responsible for providing support to the Project Manager, including: preparing contracts, RFIs, Submittals, tracking project costs and expenses, obtaining invoice approvals, actively participating in Owner Meetings, and ensuring that the project stays within budget The Project Coordinator works closely with Project Managers and company Controller . Additionally, they often assist with procurement processes. Their attention to detail and ability to manage financial aspects, along with their organizational and communication skills, contribute to the overall smooth execution of construction projects.

Key Responsibilities:

Project Financial Support (At Direction of the Controller)

• Tracks and manages project budgets, ensuring that everything remains within the financial scope. Prepare financial reports for jobs, including variance analysis. Collaborate with Controller on presentations
• Provides project financial estimates to Controller on frequency established by the Controller
• Coordinate with vendors, subcontractors, and suppliers to ensure accurate invoicing, following protocols for approvals. Coordinate payment processing with the Controller.
• Coordinate submission of Owner Billing/Invoicing with the Controller
• Provide support for Job Costing as established by the Controller

Coordination and Communication:

• Attend project meetings and document key financial decisions or changes.
• Prepare and submit meeting notes and various supporting schedules
• Provides timely and effective communication to internal and external stakeholders.

Administrative Support:

• Organize and maintain all project documentation, including contracts, budgets, schedules, plans, etc.
• Support project managers with administrative tasks, including scheduling meetings, tracking deadlines, and maintaining project timelines.
• May support various administrative needs for the project team as needed, such as arranging team member travel, managing expense reporting, etc.

Documentation & Reporting:

• Prepare and process submittals, owner contracts, subcontractors contracts and RFI's following established protocols.
• Maintain and update project files, ensuring all financial records are accurate and accessible.
• Upload and map all receipts to project management software (Buildertrend)
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Organizes information into standard formats and reports in various systems and locations such as the Buildertrend, DocuSign, etc. Maintains documents per established file structure.

Knowledge, Skills, & Abilities:

• Ability to work both independently and as part of a team. Ability to build relationships and collaborate within a team, internally and externally
• Strong Communication skills, both verbal and written; able to effectively present to both leadership and diverse audiences
• Organizational skills and ability to multi-task is a must
• Critical thinking ability, strong analytical and problem solving skills
• Ability to deliver quality through attention to detail
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs
• Knowledge of administrative, office and general billing procedures
• Strong understanding of construction processes and financial management practices.
• Solicits and applies feedback to improve quality and service

Required Qualifications:

• Bachelor’s degree in Business Administration, Construction Management, plus 2-3 years of experience or equivalent combination of education and experience
• Proven experience as a Project Coordinator or Finance Analyst, preferably within the construction industry, but can make considerations.
• Proficient in MS Office Suite/google workspace, particularly Excel (advanced), electronic signature tool (DocuSign) and project management software (Buildertrend).
• Familiarity with construction contracts and subcontractor agreements.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• High attention to detail and accuracy.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Compensation Package:

• Performance bonus

Schedule:

• Monday to Friday

Application Question(s):

• Must have Analytical/Critical Thinking Skills
• Must have organizational skills with ability to multitask
• Confirm that you have read the job description. This job opening is not a Project Manager role.

Experience:

• Project Coordinator: 2 years (Required)

Ability to Commute:

• Leander, TX 78641 (Required)

Ability to Relocate:

• Leander, TX 78641: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $65,000