Project Coordinator

Job Description

Our Project Coordinator plays a vital role in the success of the project and Weis Builders with effective collaboration and support of the entire project team, and organization.

• Develop lasting relationships with other Weis Builders Associates, clients, architects, and vendors and play an important role in Weis Builders growth
• Draft and distribute meeting minutes for a wide variety of meetings, including Project Kick-Off meetings, OAC (Owner/Architect/Contractor), PRM (Project Team), Job Progress meetings, Closeout meetings, and Post Mortem meetings
• Work closely with Accounting to ensure a successful payment application process, including due diligence with subcontractors to receive pay applications and waivers
• Request, receive, and review subcontractor insurance certificates and confirm insurance is compliant
• Coordinate with Accounts Payable for proper invoice routing and payment
• Collect all required project documentation from subcontractors including tiered subcontractor and supplier information, returned contract documents, warranties, and closeout documents
• Assemble subcontract documents from Project Manager, issue subcontracts, and follow up until subcontract is returned
• Process and distribute vendor change orders and contracts from Project Manager
• Create and maintain closeout logs until all documents are received for submittal to the owner
• Assist in the planning and execution of group events
• Be responsible for office supplies: inventory, order, and keep organized
• Manage communication with office landlord and office third party vendors
• Assist in onboarding of new Associates
• Use two forms of communication (written and verbal) when necessary
• Take initiative to solve problems and bring ideas and solutions to the team
• Manage the handling of incoming and outgoing physical mail, as well as third‑party delivery service packages
• Answer phone calls made to the office and route them to the appropriate associates
• Set up and maintain project files in an organized manner
• Partner with Project Accountant to ensure vendors payments are processed timely and accurately
• Support Operation Teams with collection, assembling, and distribution of required documents for owners, vendors, and field operations
• Processing and distribution of vendor contracts and change orders
• Ensure required project documentation from project vendors are received and compliant
• Participate in project meetings as needed
• Support routing of incoming calls
• Collect and input vendor reporting processes via various required software platforms
• Prepare closeout documents for Owners by contract deadline

• Foster an equitable and inclusive environment in the workplace
• Maintain positive working environment amongst project team
• Promote the Weis Way – clients, associates and vendors
• Positively promote Weis Builders to the outside community

To perform this job successfully, an individual must be able to perform each duty and responsibility satisfactorily. The requirements listed are representative of the education, knowledge/experience, and skills/abilities required. Reasonable accommodation may be made to enable individuals to perform the essential functions.

• High School Diploma or equivalent
• 2 years relevant experience in construction administrative support
• Proficient with Microsoft Office
• Experience with certified payroll (preferred but not required)
• Experience with Microsoft based software applications – Outlook, Excel, Word, Access, Power Point
• Experience with Textura, Procore, CMiC (preferred but not required)

• High attention to detail – accuracy in correspondence, contracts, and project documentation is essential
• Excellent interpersonal skills – ability to interact effectively with others and work as part of a team. Strong sense of accountability. Self‑starter and motivator. Takes initiative. Ability to handle and resolve confrontation with diplomacy.
• Strong organizational/time management skills – able to coordinate resources (materials, support) to oversee our subcontractors and vendors. Able to prioritize multiple projects and deadlines.
• Exceptional communications skills – able to…