Construction Project Coordinator

Paradigm Construction - Tomball, TX

Full-time

Tomball, TX

Specialty Trade Contractors

About the position

This role will assist the project management team in all administrative functions related to certain construction projects. The position involves a variety of tasks that are essential for the smooth operation of construction projects, ensuring that all documentation is properly managed and that communication flows effectively between team members and clients. The successful candidate will be responsible for creating project binders, setting up jobs, and maintaining records in server/accounting software, as well as filing all hard and soft copies of project documents as needed. In addition to document management, the role requires processing and managing all subcontracts, subcontractor change orders, and purchase orders for projects. This includes gathering all required documents such as Certificates of Insurance (COIs), W9 forms, and Schedules of Values (SOVs) after the Project Manager has defined and negotiated the scope and price. The candidate will also be responsible for processing and managing all prime change proposals and prime change orders for projects, ensuring that all documentation is accurate and up to date. The role will also involve scanning, filing, and distributing all project-related documents, including contracts, change orders, Requests for Information (RFIs), and submittals. The candidate will assist with RFIs and submittals, attend project meetings, and keep meeting minutes, including those from the weekly Operations meeting. Additionally, the candidate will distribute weekly project reports to clients and team members and process close-out packages, which include warranties and as-built documents for projects. As time permits, the candidate may also assist with bid distribution and compilation, proposal setup, and other document processing related to procuring new work. It is important to note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice, but will be discussed prior to assignment.

Responsibilities

• Create project binders and set up jobs in server/accounting software.
• Maintain and file all hard/soft copies of project documents as needed.
• Process and manage all subcontracts, subcontractor change orders, and purchase orders for projects.
• Gather all required documents (i.e. COI's, W9's, SOV's) after PM has defined and negotiated scope and price.
• Process and manage all prime change proposals and prime change orders for projects after PM has defined and negotiated scope and price.
• Scan, file, and distribute all project-related documents, including contracts, change orders, RFIs, and submittals.
• Assist with RFIs and submittals as needed.
• Attend project meetings and keep meeting minutes, including weekly Operations meeting.
• Distribute weekly project reports to clients and team members.
• Process close-out packages (including warranties/as-builts/etc.) for projects.
• Assist with bid distribution and compilation, proposal setup, and other document processing related to procuring new work.

Requirements

• Detail-oriented with excellent verbal and non-verbal communication skills.
• Intermediate to Advanced knowledge of Excel, Word, and Construction Industry software.
• Minimum of 2 years' experience in this or a similar role.
• Demonstrated willingness to be flexible and adaptable to changing priorities.
• Strong multi-tasking and organization skills.