Project Coordinator - Dublin / Commercial Construction

Pepper Construction - Dublin, OH

Full-time - Entry Level

Dublin, OH

Construction of Buildings

About the position

The Project Coordinator at Pepper Construction plays a crucial role in managing the administrative functions of construction projects. This position is designed to support the project team throughout the lifecycle of a project, ensuring that all administrative tasks are handled efficiently and effectively. The Project Coordinator will be the primary point of contact for customers and subcontractors, facilitating communication and coordination among all parties involved. This role requires a proactive approach to managing schedules, workflows, and project documentation, which is essential for the successful execution of construction projects. In this position, the Project Coordinator will regularly communicate with Project Managers to coordinate workflow and provide status updates. They will be responsible for preparing and executing various agreements, including Subcontract Agreements, Purchase Orders, Change Orders, and Consulting Agreements. Additionally, the Project Coordinator will assist in the preparation of Invitations to Bid, manage project bidding documentation, and support the project start-up and close-out processes. This role also involves preparing project submittals for architects and engineers, distributing meeting minutes, and generating monthly executive reports for project clients. The Project Coordinator will maintain organized job folders, track project documentation, and ensure that subcontractors provide the necessary insurance documentation. They will also assist in the prequalification process for subcontractors and prepare owner contracts using AIA software. This position requires a strong focus on safety, organizational skills, and the ability to manage multiple projects simultaneously while maintaining a calm demeanor under pressure. The Project Coordinator will interact with various stakeholders, including internal team members, subcontractors, clients, and vendors, to ensure smooth project operations.

Responsibilities

• Regularly communicate with the Project Managers to coordinate workflow, schedules and status updates
• Act as a primary point of contact for customers and sub-contractors
• Prepare and execute all Subcontract Agreements, Purchase Orders, Change Orders, and Consulting Agreements
• Review and upload all relevant mail/email related to assigned jobs
• Assist Project Managers and Estimators with preparation of Invitations to Bid, through Plans & Specs, distribute and track all project bidding documentation such as bid forms, addendums, and subcontractor proposals
• Support the project start-up and close-out processes on each job
• Prepare and review for submission to architect and engineer project submittals
• Prepare and distribute project meeting minutes
• Prepare and distribute monthly executive reports to project clients
• Coordinate job drawing orders for Project team
• Maintain all job folders within designated file structures
• Responsible for contacting subcontractors for documentation follow-up and track all project documentation on tracking spreadsheet
• Coordinate the subcontractor's insurance and track all new and renewal certificates of insurance per job
• Responsible for following up on all insurance corrections and processing in Image Management for insurance review
• Run weekly reports and communicate to project team
• Coordinate owner insurance for each assigned job
• Assist in the prequalification process to obtain valid prequal packets from subcontractors
• Prepare owner contracts utilizing AIA software
• Provide office support to field supervision and the safety department
• Coordinates supplies for job sites such as hard hats, safety glasses, and job site signage
• Interact with internal team members, subcontractors, clients, and vendors

Requirements

• High School Diploma or equivalent
• At least 2 years of related experience in a customer/client serving role, preferably in commercial construction or with a subcontractor
• Proficient in the use of technology and Microsoft Office applications such as Word, Outlook, and Excel

Nice-to-haves

• Safety First focus and mind-set
• Ability to navigate and proficiently use software programs and assist the Project Managers with administrative tasks such as document creation
• Organizational skills in order to juggle multiple projects with accuracy and timeliness
• Well developed interpersonal skills
• Adept at multi-tasking while remaining calm and poised under pressure
• Collaborative with the team and also able to work independently to accomplish assigned tasks
• Able to lift, squat, and carry up to 25 pounds, infrequently