Project Coordinator

Position Overview

The Construction Project Coordinator is the central administrative and workflow support resource for a project pod. The role helps keep construction projects moving by ensuring documentation, schedules, procurement, compliance items, and communication are handled accurately and on time. The coordinator works closely with the Project Manager and other team members to maintain alignment between office and field operations.

Within RSVC's pod structure, the Project Manager leads daily project priorities and team coordination on each job, while formal employment, training, workload oversight, performance management, and company standard compliance remain with the Project Administration Manager. This position serves as the main owner of administrative workflow inside the pod.

Pod Team Support

• Assist the Project Manager and project pod with daily coordination and follow-through on operational tasks.
• Keep communication organized across project activities so deadlines, priorities, and deliverables stay visible to the team.
• Move information, approvals, documents, and materials through the project team in a timely manner.
• Work with field crews, subcontractors, vendors, consultants, accounting, and internal support staff as needed.
• Help maintain a cooperative, accountable environment centered on project delivery.
• Flag delays, missing paperwork, or administrative issues that could affect project execution.

Project Administration and Workflow Coordination

• Keep project data accurate and current in ERP and Procore platforms.
• Organize project files, directories, schedules of values support data, and communication records digitally.
• Make sure project documents follow the correct project numbers, cost codes, cost types, and workflow standards.
• Prepare agendas, record meeting minutes, schedule meetings, and monitor action items.
• Assist with reports, project correspondence, schedules, and other administrative deliverables.
• Support customer portal activity and ensure uploads and routing are completed on time where needed.
• Maintain client/OAC forms, portal records, weekly meeting notes, and required communication logs.
• Route RFIs, submittals, change orders, PCCOs, daily reports, weekly updates, photos, and related documents through customer portals, Procore, and other required systems.
• Track milestones, deadlines, deliverables, and admin follow-up tasks.
• Help keep key project dates updated in commitments and on the project home page to preserve accurate tracking and team visibility.
• Support permit applications, permit payments, and jurisdiction-related documentation tracking.

Compliance, Contracts, and Procurement

• Monitor subcontractor insurance, licenses, W-9s, bonds, and other compliance records.
• Maintain compliance logs and watch for renewals or expiring documents.
• Handle internal routing for contract approval and execution workflows.
• Support subcontract processing under the Project Manager's guidance by collecting information, preparing routing packets, sending documents for signatures, and tracking execution to completion.
• Follow contract execution status and open compliance items.
• Assist with startup compliance tasks and onboarding paperwork.
• Create and manage purchase orders under direction from the Project Manager.
• Coordinate purchasing activities, material tracking, lead-time follow-up, delivery communication, and vendor coordination.
• Verify procurement documents match approved budgets, cost controls, and cost coding requirements.
• Issue, route, and monitor work orders and purchase orders, making sure each workflow is driven through to completion or a terminal status.
• Support preliminary notice distribution, city license tracking, and other contract compliance workflows.

Change Management and Financial Support

• Assist with managing change events, customer change orders, pending customer change orders, and internal change orders as directed by the Project Manager.
• Move assigned administrative items to completion or terminal status, including CCO, FOCO, PCCO, work order, customer portal, and Procore items.
• Support the Project Manager, Assistant Project Manager, and Project Accountant with invoice processing, pay application support, and project cost documentation.
• Help keep financial project records accurate and aligned with schedule-sensitive requirements.
• Support billing and cost tracking by ensuring backup documents are complete, organized, and sent through the proper workflow.
• Maintain change-event logs and assist audit readiness by tracking status, backup files, approvals, pricing support, and workflow history.
• Review change-event records for accuracy and completeness and escalate any missing information or unresolved issues that could affect billing, approvals, or audit support.
• Work with the Project Manager to help ensure subcontracts are amended correctly by approved change orders, reconciled against change order logs, and kept up to date.
• Assist with WIP reporting support and project budget tracking when requested.

Communication and Team Coordination

• Act as a communication link between office teams, field operations, vendors, subcontractors, consultants, clients, and internal support groups.
• Support clear and steady information flow across the pod.
• Coordinate mobilization needs, startup activities, project logistics, and other administrative support tasks.
• Help arrange temporary site items such as fencing, dumpsters, mobile storage, and equipment, including call-off schedules and recurring billing reconciliation.
• Work with field teams, warehouse staff, and vendors to support deliveries, material receipt, inventory accuracy, and jobsite needs.
• Maintain visibility into compliance status, workflow accountability, and open administrative tasks.

Closeout and Operational Support

• Coordinate closeout records such as warranties, manuals, turnover packages, project directories, and related files.
• Help with permit tracking, inspection records, punch list tracking, and jurisdictional paperwork.
• Support quality control efforts by tracking inspections, punch list items, closeout deliverables, and follow-up actions.
• Assist the Project Manager in keeping Procore records, including RFIs, change events, and change orders, current and pushed to terminal status during closeout.
• Escalate missing compliance documents, delayed closeout items, or workflow problems that could affect project completion or turnover.

Education and Experience

A minimum of 3+ years in construction administration, project coordination, or a similar operational support role is preferred. Experience managing support tasks across multiple active construction projects in a fast-moving environment is also preferred. Familiarity with construction documentation, project administration processes, compliance tracking, and coordination work is an advantage. Experience using Procore, ERP systems, customer portals, and Microsoft Office tools is preferred.

Knowledge, Skills, and Abilities

• Strong organization and time management skills.
• Experience handling compliance administration.
• Clear communication and coordination abilities.
• Ability to manage workflows effectively.
• High level of administrative precision.
• Strong attention to detail and accuracy.
• Reliability and strong follow-through.
• Problem-solving mindset and adaptability.
• Ability to support several teams, priorities, and deadlines at once.
• Working knowledge of ERP and Procore systems.
• Comfort working within a pod-based operating model while following reporting and process requirements.

Physical Requirements

• Ability to lift and carry up to 25 pounds occasionally.
• Frequent bending, stooping, and reaching to retrieve documents and office items.
• Occasional pushing and pulling of general office equipment or materials.
• Long periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing and document handling.
• Ability to stand and walk briefly during meetings and site visits.
• Regular review of documents and computer screens, requiring good vision.
• Extended screen time with the need for periodic breaks to reduce eye strain.
• Ability to communicate clearly in both spoken and written form.
• Occasional travel to project sites, including the ability to drive.
• Work performed in an office setting.

IT Requirements

• General familiarity with Microsoft Office tools.
• Use of Teams, SharePoint, Outlook, Word, Excel, and PowerPoint.
• Procore.
• ERP systems used for project administration and workflow tracking.
• Customer portal systems used on assigned projects.
• Ability to use a cell phone, tablet, iPad, and laptop for work tasks.