Project Coordinator

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Job details:

Leading General Contractor This Jobot Job is hosted by: Milan Kacar

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Salary: $60,000 - $80,000 per year

A bit about us: Leading General Contractor

Why join us? Medical, Dental, Vision

• Health, HSA
• Bonus
• PTO

Job Details Key Responsibilities

Project Administration & Setup

• Set up new jobs in the company software, including budgets, cost codes, documentation folders, and project details.
• Maintain accurate and organized project records throughout the project lifecycle.
• Assist with contract review and ensure proper documentation is collected before work begins.

Permitting & Compliance

• Prepare and submit permit applications; track progress and obtain final approvals.
• Maintain and update all city business licenses.
• Save documentation within construction software for projects
• Maintain all project insurance certificates and request compliant documentation from vendors and subcontractors.
• Ensure subcontractor and vendor compliance with company safety, insurance, and documentation requirements.

Submittals & Documentation

• Prepare, submit, and track project submittals; follow up with builders and clients to secure timely approvals.
• Manage project communication logs, RFIs, meeting minutes, and distribution of approved documents.

Change Orders

• Track pending change orders and follow up with builders through the approval process.
• Prepare deduct and additive change orders; maintain logs and coordinate internal approvals.
• Ensure change orders are properly coded and entered into the job cost system.

Scheduling & Coordination

• Assist the project team with scheduling crews, deliveries, inspections, and materials.
• Coordinate with field supervisors, subcontractors, and vendors to ensure project timelines are met.
• Update project schedules, trackers, and calendars as required.

Cost Control & Project Financials

• Apply job cost coding to invoices and purchase orders.
• Support project managers with budget tracking, cost forecasting, and financial accuracy.
• Ensure change orders and adjustments are reflected correctly in project budgets.

Project Closeout

• Prepare and submit job closeout documents, including O&M manuals, warranties, as-builts, and final permits.
• Confirm all compliance documents are completed and archived at project completion.

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Qualifications

• 2–4 years of experience as a Project Coordinator, Project Admin, Estimating Assistant or similar role in construction; pipeline, utilities, or civil construction experience preferred.
• Experience with pulling permits, managing submittals, and tracking change orders.
• Strong knowledge of construction job cost coding and contract documentation.
• Proficiency with construction management software (e.g., ProContractor Viewpoint, Procore, BlueBeam, Sage, Buildertrend, or similar).
• Excellent organizational, communication, and follow-up skills.
• Ability to read and interpret construction documents, contracts, and specifications.
• Strong proficiency in Microsoft Office (Excel, Word, Outlook).

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Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

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