Project Coordinator

Location: Long Island City

Position Summary

A high-end construction firm based in Long Island City is seeking a detail-driven Project Administrator to support a project team with the day-to-day billing and document processing that keeps active jobs moving. This is a dedicated administrative role focused on accuracy, organization, and follow-through - the right person takes the paperwork load off the project managers so the team can stay focused on the field.

This is not a senior position, but the successful candidate will bring directly transferable construction administrative experience and be productive from day one.

Key Responsibilities

• Support the project team with monthly billing and requisitions, including assembling and processing pay applications and supporting documentation.
• Process and track subcontractor invoices, purchase orders, and change orders, maintaining accurate logs throughout each project.
• Collect, track, and maintain subcontractor compliance documents, including Certificates of Insurance (COIs) and lien waivers (partial and final).
• Enter, organize, and maintain project information in Excel and, where applicable, Procore.
• Set up and maintain organized project files and document control - scanning, filing, distribution, and record-keeping.
• Coordinate routine correspondence and administrative follow-up with subcontractors, vendors, and internal staff.
• Provide general administrative support to the project team as needed.

Qualifications

• Directly transferable administrative experience in construction or a related A/E/C project environment is required.
• Hands-on familiarity with construction billing and processing - requisitions and pay applications, subcontractor invoices, change orders, lien waivers, and COIs.
• Proficiency in Microsoft Excel (required).
• Experience with Procore preferred; willingness to learn required.
• Strong organizational skills and a high level of attention to detail.
• Clear written and verbal communication; works effectively as part of a project team.
• Reliable and process-oriented, able to manage repetitive, deadline-driven workflows with consistency and accuracy.

Details

Location:

Long Island City, NY (in-office / on-site) Type:
Full-time

Reports to:

Project team / Project Management

Compensation: $70,000-$85,000 base, commensurate with experience

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