Construction Project Coordinator

California Institute of Technology - Pasadena, CA

Full-time

Pasadena, CA

Educational Services

About the position

The Construction Project Coordinator at Caltech plays a crucial role in supporting the Design and Construction Project Managers throughout various stages of construction projects. This position is essential for ensuring that projects are monitored effectively from the early design phases through to bidding, construction, punch list, and final closeout. The coordinator will be responsible for providing detailed updates to project managers and other stakeholders, ensuring that all parties are informed of the project's progress and any issues that may arise. In addition to monitoring project progress, the Construction Project Coordinator will organize and maintain essential project documentation, including reports, invoices, contracts, and other financial documents, ensuring they are easily accessible. The role also involves scheduling meetings, organizing project logistics, and preparing meeting minutes for all job meetings. The coordinator will be responsible for distributing Requests for Information (RFIs) and maintaining an RFI log, as well as managing job subcontract and submittal logs. The position requires the development and maintenance of project schedules with input from the Project Manager, as well as a thorough understanding of contract documents and subcontracts. Daily tasks include logging purchase orders, work orders, daily reports, and processing invoices. The coordinator will also be responsible for collecting subcontractor daily job reports, taking and sending weekly project photos, managing project closeout, and ensuring that all warranties required for final acceptance are obtained. Maintaining a punch list with the Project Manager and ensuring that all procedures and standards are upheld are also key responsibilities of this role. Overall, the Construction Project Coordinator is expected to perform various duties as assigned, contributing to the successful execution of construction projects at Caltech.

Responsibilities

• Monitors the daily progress of projects from early design phases through bidding, construction, punch list and close out.
• Provides detailed updates to project managers or other stakeholders.
• Organizes reports, invoices, contracts, and other financial documents for easy access.
• Schedules meetings and organizes project logistics.
• Prepares meeting minutes for all job meetings.
• Distributes RFIs and maintains RFI Log.
• Maintains job subcontract and submittal Log.
• Maintains job files and as-builts.
• Develops and maintains schedule with PM input.
• Maintains thorough understanding of contract documents and subcontracts.
• Completes required tasks daily: Logs, Purchase Orders, Work Orders, Daily Reports, Invoice processing.
• Packets and collects Subcontractor Daily Job Reports.
• Takes/Prepares/ and Sends Weekly project photos.
• Manages project closeout and obtains all warranties required for final acceptance.
• Maintains punch list with PM.
• Ensures procedures and standards are maintained.
• Performs other duties as assigned.

Requirements

• Bachelor's Degree in business administration, construction management, construction science, or related degree.
• Minimum of 2 years of related project coordination experience, or at least 5 years of experience working in a similar role supporting design & construction.
• Computer skills including Word, Excel, PowerPoint, and familiarity with schedules.
• Good accounting skills and experience working in financial systems to manage projects.
• Good oral and written communication skills.
• Able to multi-task and shift seamlessly between priorities.
• Must be able to lift and carry 25 lbs., walk half a mile unaided, climb ladders and stairs, and enter and leave excavations for the purpose of observing and planning work.

Nice-to-haves

• Prior higher education experience.
• Bachelor's degree or above.