Commercial Pool Project Coordinator

About the Company

Adams Pools Solutions is a family‑owned company and has a great family and friendly feel in the work environment. Adams Pools Solutions has generations of experience building and renovating thousands of pools each year with an annual gross income of over $50 million. From the smallest residential pool to an Olympic size aquatic complex. We are committed to providing the finest craftsmanship, quality material and professional service.

Locations in Pleasanton, San Jose, Mountain View and Las Vegas.

The Commercial Pool Project Coordinator supports the successful delivery of commercial swimming pool construction and renovation projects by coordinating schedules, documentation, subcontractors, and communication between internal teams and external stakeholders. This role ensures projects stay organized, compliant, and on schedule from contract execution through project closeout. The coordinator acts as the administrative and operational backbone of commercial projects, supporting Project Managers and field supervisors while maintaining strong communication with clients, inspectors, and vendors.

• Assist Project Managers with planning and scheduling commercial pool projects.
• Coordinate start dates with field supervisors, subcontractors, and vendors.
• Maintain project schedules in software platforms such as Buildertrend, Microsoft Projects, or similar systems.
• Track project milestones including excavation, plumbing, shotcrete, tile, plaster, startup, and inspections.
• Monitor timelines and alert management of scheduling conflicts or delays.

Maintain organized digital project files including:

• Contracts
• Plans and engineering
• RFI’s
• Change Orders
• Inspection Reports
• Waranty Documents

Ensure all required project documentation is uploaded and properly stored in the company’s project management system.

Track and distribute revised plans and specifications.

• Property Managers
• HOA’s
• General Contractors
• Architects and engineers

Provide regular project updates, including schedule notifications, change orders, and milestone confirmations.

Coordinate meetings, site walks, and inspections.

Coordinate with local municipalities to obtain permits and schedule inspections.

Track required compliance documentation such as:

• Public Works requirements
• Safety compliance
• Insurance certificates

Ensure projects meet local building codes and commercial aquatic standards.

Issue purchase orders for project materials and subcontractor work.

Confirm delivery schedules for equipment and materials including:

• Pool equipment
• Tile and coping
• Plaster and finishes
• Structural materials

Track subcontractor contracts and scheduling.

Assist Project Managers with:

• Progress billing
• Budget tracking
• Coordinate with accounting on invoicing and payment tracking.
• Maintain updated cost documentation within project files.

Schedule required inspections with building departments and inspectors.

Coordinate project closeout documentation including:

• As-built drawings
• Equipment manuals
  
  Warranty documentation
• Startup reports

Assist with project turnover to the client

Required

• 2–5 years experience in construction project coordination or administration
• Experience in commercial construction or aquatic construction preferred
• Proven ability to manage construction documentation and schedules.
• Strong written and verbal communication skills.
• Strong attention to detail
• Ability to manage multiple projects
• Proficiency with construction management software, scheduling tools, and Microsoft Office. Experience with Builder Trend is a plus.

Preferred

• Experience with public works, schools, municipalities, and/or large commercial aquatic facilities.
• Knowledge of pool construction phases, commercial pool equipment systems, public works compliance and health department requirements.