Construction Project Coordinator

The Project Coordinator is responsible for coordinating the administrative execution and documentation of commercial construction projects throughout the project lifecycle. This position plays a critical role in ensuring projects are organized, documented, and executed efficiently while maintaining Allen+Batchelor Construction's core values and it’s commitment to exceptional customer service, quality, and timely project delivery.

The Project Coordinator serves as the central hub for project documentation, communication, and workflow management, allowing Project Managers to focus on client relationships, subcontractor management, budgeting, scheduling, and overall project execution.

This position requires exceptional organizational skills, attention to detail, strong communication abilities, and the ability to manage multiple priorities in a fast-paced commercial construction environment.

The Project Coordinator exercises independent judgment in prioritizing administrative workflows, coordinating project documentation, identifying missing information, following up on outstanding action items, and recommending process improvements. This position is expected to proactively resolve routine administrative issues and elevate matters involving project scope, contract terms, cost, schedule, safety, or significant risk to the assigned Project Manager. The Project Coordinator serves as the primary administrative owner of project documentation and document control throughout the lifecycle of assigned projects.

While the Project Manager retains overall responsibility for project execution, the Project Coordinator is expected to independently manage the administrative processes necessary to support successful project delivery.

• Support Project Manager(s) in day-to-day project operations on all assigned projects
• Maintain organized project files (contracts, drawings, specs, correspondence)
• Ensure project records remain accurate, complete, and current
• Serve as the primary administrative point of contact for project documentation between the owner, designers, subcontractors, vendors, inspectors, and internal staff
• Schedule meetings, prepare agendas, draft meeting minutes, and distribute meeting minutes
• Prepare documentation for all project meetings
• Track action items from meetings
• Follow up with subcontractors and designers on outstanding items
• Maintain project contact and distribution lists
• Set up projects in project management systems
• Ensure all project documentation related to insurance and bonding remain current
• Maintain project test reports and assist with third party inspections
• Coordinate directly with permitting authorities on behalf of assigned project managers
• Ensure all field reporting and documentation is being completed timely (daily reports, rain logs, inspections, & etc.)
• Support continuous improvement of project administration processes
• Assist in developing and maintaining company SOPs, templates, forms, and workflow documentation.

• Manage, track, and process submittals, RFIs, ASIs/Drawing Revisions, and change orders
• Maintain up to date logs for submittals, RFIs, ASIs/Drawing Revisions, and change orders
• Maintain up-to-date drawings & specifications and distribute revisions
• Ensure all documentation is properly logged and stored in project management systems (Procore/Red Team/Autodesk, etc.) and within company electronic & paper filing systems
• Ensure all project documentation is distributed to the appropriate project stakeholders
• Ensure all project stakeholders are using the most current project documents

• Coordinate the timely preparation, execution, distribution, and tracking of subcontracts and purchase orders.
• Track material deliveries and long-lead items
• Coordinate with vendors and suppliers to confirm schedules
• Assist administrative staff in maintaining up to date credentials for subcontractors

• Track project milestones and keep entire project team up to date on schedule status
• Help develop/prepare project reports for internal and client…