Project Coordinator - Commercial General Contractor

Demonstrates a consistent timely and accurate approach to processing all administrative paperwork required to ensure project is fully documented from preconstruction through job closeout. Assists with current PC team and onboarding new PC's in promoting the "on time and on budget" approach, utilizing ICSI Company Manual and Employee Orientation and Development Plan (EODP). Serves as PC for large budget/complex projects as required. Champions constant and effective communication with team members, internal/external customers and vendors.Principal Duties & Responsibilities:1.) Administrative aspects of the construction process from Project Bid Kick-off to Project Close-out, includes:a. Project Start-UpGain understanding of scope and budget of project through bid documents, work letters, project drawings, owner contract, and tenant specifications, potentially starting at Bid Kick-off Meeting Complete primary job checklist, budget, and accounting estimate with Project Manager (PM) & Job Cost Accountant (JCA)Start project closeout process to ensure completion as stated in ICSI Company Manual (30 days post turnover)Lead Project Launch Meeting with VPPMS, PM and Accounting (Provide following documentation in advance of PLM; Budget, Directory, Accounting Estimate, and Primary Job Checklist in advance)Create/confirm initial project directory and templates on ICSI network and Viewpoint TeamInsurance notifications, subcontracts, POs, and any other project specific documentationWeekly Report Template3 Week Look Ahead Schedule TemplateDrawing IndexNational Account Vendor tracking spreadsheetAssist PM / Super (Superintendent) as required to track and secure the required permits for the jobAssist PM / Super as required to apply for any required utilities for the jobCoordinate general conditions items and POs with PM and SuperConfirm Super has all necessary equipment and signage for the siteb. Construction AdministrationPerform duties with a comprehensive understanding of the project scope and intention to keep project on schedule and budget. Communicate critical job flow and/or concerns in scheduling and budget to PM, VPPMS, EVPCO, and President as neededProblem solving at low level and escalate as needed to maintain work flow of project. Initiates appropriate levels of escalation required for various stages of construction.Work with PM to ensure all scopes of work have been contracted/boughtActively maintain current construction drawings in PM Drive, Viewpoint Team, with subcontractors, and jobsite SuperintendentRequest and log subcontractor W-9 prior to writing subcontractsPrepare all purchase orders, subcontracts, and sub change orders. Include contract attachments, exhibits, and schedules for all projectsTimely collection and follow up of all subcontracts and subcontractor change orders per corporate timelineMaintain project checklist, subcontractor list, accounting checklist, Viewpoint Team, and any project specific documents.Facilitate team PM/PC meeting. Compile and distribute minutes and follow up on open action items.Retrieve and log all required items from subcontractors per the company and project specific timeline. Route paperwork to other parties in the office as needed and follow-up to ensure completionValidates lead times to mitigate potential delays as early as possible and follows through with PM and Superintendent as requiredProactively coordinates deliveries of equipment and materials utilizing knowledge of project schedule and sequencingLiaison communication between PM, Super, accounting department, and subcontractors to expedite necessary documentation to ensure project flow without delayClosely monitors and assists PM in writing OCORs and ensure timely (stay current) PM execution with ownersFacilitate weekly owners' meetings. Compile and distribute meeting minutes and follow up on open action itemsMaintain Submittals via Viewpoint TeamLeads effort with assistance from PM and Super to ensure all submittals are received, reviewed at appropriate levels (PM, Architect, Owner, Tenant), and returned to subcontractor prior to performance of work. Expedite when necessaryMaintain RFI log via Viewpoint TeamCoordinate with PM / Super to complete, review, amend if necessary, and distribute weekly/daily reports as required (PC to create initial template)Monitor all job-related correspondence on a daily basisc. Project CloseoutCoordinate project close-out meeting with EVPCO, VPPMS, Controller, PM, and SuperAssist Super to arrange pick-up for final billing for general conditions itemsWork with Super to compile As-Built Drawings and ensure that all appropriate close-out documents are completed 100% at turnover (Start four (4) weeks prior to turnover!)Log, bag, and archive state approved drawing and As-builtsLog punch list for PM / Super follow up and executionCompile and create all necessary items for O & M Manuals, close out documents. Distribute to owner/ tenant according to their requirements2.) Additional Duties:Work with VPPMS to develop and lead new processes efficientlyAssess current process and make recommendations to VPPMS for improved efficiency and cross-department understanding and communicationCoordinate between ICSI departments to provide consistent customer service to ensure exceptional owner and subcontractor relationsAssist/Confirm Lessons Learned are updated in foldersEducation & Experience:1. 4-year Bachelor's Degree preferred2. Minimum of 5 years' experience in construction administration related work

Created: 2025-09-27