ADMINISTRATIVE COORDINATOR

Administrative Coordinator Job Title: Administrative Coordinator

Revision Date 08/6/2025 FLSA Status: Non-Exempt Reports to: Salary: Negotiable depending on experience

Job Summary: The Administrative Coordinator provides comprehensive administrative support to Assistant Project Managers (APMs) and Project Managers (PMs). This role ensures the smooth operation of project-related tasks by managing documentation, scheduling, communication, and coordination. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to thrive in a fast-paced construction or project management environment.

Duties and Responsibilities – Essential Functions  Prepare, edit, and maintain project documents, including submittals, RFIs, and meeting minutes, contracts, and change orders  Assist APMs and PMs with project scheduling, updates, and coordination  Assist APM and PMs with weekly timekeeping for employees  Manage email and phone communications on behalf of the project team  Track and organize project-related files and ensure documentation is filed correctly in the project management systems  Coordinate meetings, take notes, and follow up on action items  Maintain logs for submittals, RFIs, drawings, purchase orders, and other key project documents  Liaise with subcontractors and vendors to ensure the timely submission of paperwork and compliance documents  Assist with procurement tracking and job cost documentation  Support team with expense reports and invoice tracking  Help onboard new subcontractors and ensure certificates of insurance and licenses are up to date  Perform general office tasks such as printing plans, ordering supplies, or assisting with jobsite tasks document delivery  Act as a communication bridge between the office, field staff, and subcontractors

Qualifications:  High school diploma or equivalent required; associate or bachelor’s degree preferred  2+ years of administrative experience in a construction or project management setting preferred  Strong organizational and multitasking skills  Excellent written and verbal communication  Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with Procore, Builder trend, or similar PM software is a plus  Ability to work independently, prioritize tasks, and manage deadlines

Other Duties

Please note this job description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the organization's ongoing needs. Duties, obligations, and activities may change at any time, with or without notice.