Project Coordinator

Project Coordinator / Assistant Project Manager – Building Restoration & Exterior Construction

Position Summary

The Project Coordinator / Assistant Project Manager will support Project Managers and Senior Project Managers with project documentation, permitting, scheduling, vendor coordination, client communication, and administrative project controls. This role is designed for an individual who is detail-oriented, proactive, eager to learn, and capable of managing multiple priorities in a fast-paced construction environment.

Key Responsibilities

Project Coordination & Administration

• Assist Project Managers with daily project coordination and administrative responsibilities.
• Organize and maintain project files, contracts, proposals, plans, specifications, and correspondence.
• Track project schedules, milestones, deadlines, and outstanding action items.
• Maintain project logs, including submittals, RFIs, change orders, inspections, and closeout requirements.
• Assist with meeting preparation, meeting minutes, and follow-up communications.
• Monitor outstanding deliverables and communicate upcoming deadlines to the project team.
• Escalate project concerns, missing information, and potential delays to the assigned Project Manager.

Permitting & Compliance

• Prepare and submit building permit applications and supporting documentation under the direction of the assigned Project Manager.
• Track permit applications, review comments, revisions, approvals, extensions, and expiration dates.
• Coordinate with building departments, engineers, architects, private providers, and inspectors.
• Assist with obtaining required affidavits, owner authorizations, engineering documents, and inspection reports.
• Maintain accurate records of permit status, inspection results, and outstanding requirements.
• Assist with project closeout documentation and final inspection coordination.

Vendor & Subcontractor Coordination

• Request estimates, proposals, certificates of insurance, and other required vendor documentation.
• Assist with subcontractor scheduling and material procurement.
• Track purchase orders, delivery dates, and outstanding vendor commitments.
• Communicate routine scheduling updates to subcontractors and suppliers.
• Escalate pricing discrepancies, procurement delays, and performance concerns to project leadership.

Financial & Cost Tracking

• Assist with maintaining project budgets, cost reports, and financial records.
• Track invoices, purchase orders, subcontractor commitments, and billing documentation.
• Assist with change-order preparation and supporting documentation.
• Help collect information needed for progress billing and monthly financial reporting.
• Identify missing invoices, incomplete billing records, and discrepancies for review.

Client & Internal Communication

• Communicate professionally with property managers, association representatives, engineers, vendors, and building officials.
• Provide routine project updates as authorized by the assigned Project Manager.
• Document client requests, concerns, and project decisions.
• Coordinate internal communication between project management, field personnel, accounting, and administrative staff.
• Maintain professional correspondence and timely follow-up on outstanding items.

Technology & Reporting

• Utilize Buildertrend, Procore, Microsoft Office, Excel, and other company-approved project management systems.
• Maintain accurate digital project records, logs, and schedules.
• Prepare routine project status updates and administrative reports.
• Assist with improving document organization and project tracking procedures.

Qualifications

Required

• 0–2 years of construction administration, project coordination, or related experience preferred; equivalent transferable experience will be considered.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong attention to detail and willingness to learn construction processes.
• Valid driver's license and ability to travel to local project sites as needed.

Preferred

• Experience in commercial construction, restoration, property management, or construction administration.
• Familiarity with construction plans, specifications, contracts, and permit applications.
• Experience with Buildertrend, Procore, or similar software.
• Knowledge of Florida building departments and permitting procedures.
• Coursework or a degree in Construction Management, Business Administration, or a related field.

Characteristics of the Ideal Candidate

• Highly organized and detail-oriented.
• Proactive about follow-ups and deadlines.
• Professional and courteous in written and verbal communication.
• Willing to accept feedback and learn from experienced project managers.
• Comfortable working in a fast-paced environment.
• Accountable for assigned tasks and documentation.
• Interested in developing a long-term career in construction project management.

Career Advancement

Successful employees may advance to Junior Project Manager after demonstrating consistent performance in project coordination, permitting, scheduling, documentation, vendor communication, and routine problem-solving. Advancement is based on demonstrated competency, performance, available opportunities, and management approval rather than tenure alone.