Commercial Operations Coordinator - Construction (Onsite Training)

Work Setup: On-site training with a flexible hybrid setup after completion — enjoy working from home with only 2 in-office days per month.

Position Summary

The Commercial Operations Coordinator provides administrative and operational support to the Commercial Division by coordinating project setup, contract administration, system maintenance, and project lifecycle processes. This role serves as the central hub between Sales, Project Management, Operations, and Finance to ensure commercial projects are set up correctly, documented appropriately, and maintained throughout the project lifecycle.

Essential Responsibilities

Contract Administration

·   Conduct initial review of bid contracts, owner agreements, purchase orders, and project documents.

·   Identify key contract requirements, customer obligations, billing terms, retainage provisions, insurance requirements, and important project milestones.

·   Route contract documentation to appropriate internal stakeholders for review and approval.

·   Maintain organized electronic project files and supporting documentation.

·   Ensure all required project documentation is collected and maintained.

·   Assist with contract execution and document management throughout the project lifecycle.

Buildertrend Administration & Project Setup

·   Create and maintain commercial projects within Buildertrend and other company systems.

·   Enter and update project information, contacts, project values, schedules, and documentation.

·   Maintain project status updates throughout the project lifecycle.

·   Ensure project records remain accurate, complete, and current.

·   Support data integrity and process consistency across all commercial projects.

Commercial Project Coordination

·   Facilitate project handoff from Sales to Project Management and Operations.

·   Monitor project workflows to ensure tasks, approvals, and documentation are progressing as required.

·   Track change orders, contract modifications, and project revisions.

·   Coordinate internal communications among Sales, Project Managers, Purchasing, Operations, and Accounting.

·   Assist with customer correspondence and documentation requests.

Compliance & Documentation

·   Manage collection and tracking of certificates of insurance, lien waivers, contracts, submittals, and customer-required documentation.

·   Support contract compliance requirements throughout the project lifecycle.

·   Assist with preparation of billing packages and supporting documentation.

·   Track project closeout documentation and final contract requirements.

·   Maintain customer portals and document management systems as required.

Reporting & Process Support

·   Maintain project tracking logs, backlog reports, and status reports.

·   Assist leadership with visibility into project progress and workload.

·   Identify missing information, process bottlenecks, and administrative issues.

·   Support continuous improvement initiatives for commercial workflows.

·   Assist with development and maintenance of standard operating procedures.

Qualifications

·   Equivalent experience in construction administration, project coordination, business operations, or a related field will be considered.

·  Knowledge of construction processes, materials, and project documentation.

·  Strong organizational, multitasking, and time management skills.

·   Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

·   Knowledge of project management or design tools, such as AutoCAD, Bluebeam, Moraware, or CounterGo, is an advantage.

·   Excellent communication and interpersonal skills.

·   Ability to work independently and collaboratively in a fast-paced environment.

Training & Probationary Period

• The training period is part of the 6-month probationary employment period.
• Training is fully paid based on the offered salary.
• Employees will follow the regular work schedule of 8 hours per day, plus a 1-hour lunch break.

Benefits:

• Work Setup: On-site training with a flexible hybrid setup after completion — enjoy working from home with only 2 in-office days per month.
• Full government-mandated benefits: SSS, PhilHealth, and Pag-IBIG
• Additional Pay: Night differential pay and holiday compensation
• 13th-month pay bonus
• Free HMO coverage with 1 free dependent upon regularisation
• Paid leave entitlements upon regularization
• Accident insurance for added peace of mind
• Quarterly Perfect Attendance Incentives
• Company-Sponsored Events – Team building, employee engagement programmes, and more