Project Coordinator; Commercial Construction

CORE VALUES

• Caring: Caring means supporting our team and business by offering clear, constructive feedback, holding each other accountable, and doing what we said we would do. It’s about caring for our results, our clients, our vendors, and our team—treating everyone with respect and integrity.
• Excellence: Excellence means delivering high‑quality work, keeping clean, safe, and organized jobsites, and presenting ourselves professionally. We plan our work meticulously and execute with urgency. We provide clear, thoughtful communication and model the behavior that sets a high standard. Excellence lives in the details, in how we show up, and in the impact we make.
• Growth: Growth means becoming better, not just bigger. It’s about sharpening our skills, gaining new experiences, and growing in effectiveness. We are lifelong learners—always looking for ways to improve ourselves, our team, and our work. Growth happens through curiosity, challenge, and a commitment to continuous improvement.
• Unity: Unity means our collective effort is greater than the sum of our parts. When we each excel in our role, we create opportunities for others to thrive. Together, we support each other, pursue our common purpose, and achieve excellence through true teamwork.

The Project Coordinator supports the Project Management Team in organizing, tracking, and maintaining accurate documentation, communication, and compliance across every stage of construction.

This role is ideal for someone who values structure, consistency, and teamwork—someone who finds satisfaction in ensuring that nothing slips through the cracks. The Project Coordinator provides essential support to both the Project Manager and Superintendent, ensuring projects are executed efficiently and with excellence.

From time to time, this position may also provide support to our Estimating Team by assisting with bid coordination tasks, helping organize bid documents, track trade partner coverage, and support the flow of information between estimating and operations.

Project Setup & Documentation

• Complete all new project setup documentation accurately and on time:
  • New Client Form, Job Information Sheet, CO Form, AIA Billing Form, New Project Checklist.
  • Create project folder and Procore setup for each new job.
  • Request Builders Risk and Certificates of Insurance (COIs) when applicable.
• Maintain and update project tracking logs (Submittal Log, Change Order Log, Pay App Tracking) to ensure clear visibility for the team.
• Ensure all project documentation (contracts, permits, and forms) is organized, current, and accessible.
• Prepare, issue, and track Subcontract Packages, including:
  • Subcontracts, insurance certificates, W‑9s, and Workers Compensation waivers.
• Coordinate and distribute trade partner communication, including:
  • Missing subcontract items, payment updates, supplier information, and submittal tracking.
• Send monthly billing reminders to trade partners by the 15th of each month.
• Verify all required documentation is received prior to check release, including insurance, and lien releases.
• Manage Change Orders: help prepare, issue, and track for approval.
• Save trade partner monthly pay applications, confirm lien releases, and ensure compliance before payment.
• Assist with issuing and tracking Field Purchase Orders (FPOs) and Credit Applications as directed by the Project Manager.

Owner Pay Applications

• Help prepare monthly draw packages for review and submission.
• Create and submit conditional lien releases with each billing cycle.
• Prepare and distribute unconditional lien releases upon payment.
• Request, receive, and log all required submittals from trade partners.
• Help maintain an updated Submittal Log to track review and approval status.
• Follow up regularly to close out open items and ensure timely responses.
• Track change order requests, approvals, and related documentation in coordination with the Project Manager.

Project Closeout

• Compile and submit closeout package to the owner when the project is complete.
• Collect and organize all closeout documents, including:
  • O&M manuals, warranties, final lien releases, and completion certificates.
• Verify all closeout…