ADMINISTRATIVE COORDINATOR

Job Summary

• The Administrative Coordinator provides comprehensive administrative support to Assistant Project Managers
• (APMs) and Project Managers (PMs). This role ensures the smooth operation of project-related tasks by
• managing documentation, scheduling, communication, and coordination. The ideal candidate is highly organized,
• detail-oriented, and proactive, with the ability to thrive in a fast-paced construction or project management
• environment.
• Duties and Responsibilities – Essential Functions
•  Prepare, edit, and maintain project documents, including submittals, RFIs, and meeting minutes,
• contracts, and change orders
•  Assist APMs and PMs with project scheduling, updates, and coordination
•  Assist APM and PMs with weekly timekeeping for employees
•  Manage email and phone communications on behalf of the project team
•  Track and organize project-related files and ensure documentation is filed correctly in the project
• management systems
•  Coordinate meetings, take notes, and follow up on action items
•  Maintain logs for submittals, RFIs, drawings, purchase orders, and other key project documents
•  Liaise with subcontractors and vendors to ensure the timely submission of paperwork and
• compliance documents
•  Assist with procurement tracking and job cost documentation
•  Support team with expense reports and invoice tracking
•  Help onboard new subcontractors and ensure certificates of insurance and licenses are up to date
•  Perform general office tasks such as printing plans, ordering supplies, or assisting with jobsite tasks
• document delivery
•  Act as a communication bridge between the office, field staff, and subcontractors

Qualifications

•  High school diploma or equivalent required; associate or bachelor’s degree preferred
•  2+ years of administrative experience in a construction or project management setting preferred
•  Strong organizational and multitasking skills
•  Excellent written and verbal communication
•  Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with Procore, Builder
• trend, or similar PM software is a plus
•  Ability to work independently, prioritize tasks, and manage deadlines

Other Duties

• Please note this job description is not intended to be all-inclusive. Employees may perform other related duties as
• required to meet the organization's ongoing needs. Duties, obligations, and activities may change at any time,
• with or without notice.