Project Coordinator - Construction

Real HR Hero - Thompson HR ConsultingWestlake Village, CA, US

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Project Coordinator

One of the fastest-growing construction start-ups in 2020 - 2024, our client is rapidly expanding and seeking an experienced Project Coordinator to join their team. Specializing in design-build services for commercial clients, they manage a diverse portfolio of exterior (parking upgrades, EV charger installations) and interior (retrofits, tenant improvements, move-ins / move-outs) projects.

This role is ideal for a highly organized professional with a background in construction coordination who excels at managing multiple projects and ensuring seamless execution. The company is experiencing significant growth and seeks a skilled Project Coordinator to support a variety of improvements, from EV charger installations to tenant retrofits, by coordinating vendors, subcontractors, and project resources. This position requires strong attention to detail, proficiency in AutoCAD and Procore, and the ability to adapt in a fast-paced environment.

Major Areas Of Responsibility Include But Are Not Limited To :

Project Coordination & Administration

Assist the Project Manager in planning, scheduling, and managing construction projects.
Prepare, track, and manage contracts with subcontractors and vendors from project initiation to closeout.
Maintain and organize project documentation, including blueprints, RFIs, permits, change orders, and daily reports.
Monitor project timelines, budgets, and scope, ensuring all deliverables are met.
Coordinate the permitting process, working with city, county, and governmental agencies as required.
Gather and analyze vendor bids, material costs, and project proposals.
Support the preparation of project schedules and cost estimates.

Construction & Field Support

Coordinate and oversee the work of subcontractors and vendors to ensure timely completion of tasks.

Assist in resolving construction conflicts and issues in real-time.

Track and manage materials procurement and deliveries.

Conduct site visits as needed, ensuring project compliance with plans and specifications.

Document construction progress and communicate updates to relevant stakeholders.

Financial & Budget Management

Assist in tracking and maintaining project budgets, costs, and financial reports.

Prepare and submit change orders, ensuring proper approvals from owners and tenants.

Support monthly billing processes and reconcile project expenses with budgets.

Review vendor invoices and subcontractor payments for accuracy.

Communication & Stakeholder Engagement

Serve as the point of contact for subcontractors, vendors, and project teams.

Organize and attend project meetings, documenting discussions and action items.

Ensure all project stakeholders are informed about project status, milestones, and potential risks.

Facilitate post-construction handoff to facility teams for operations and maintenance.

Qualifications - Education And / Or Experience, And Skill / Knowledge

Requires a college degree and two (2)+ years of experience in construction project administration or coordination or an acceptable equivalent combination of education and experience, preferably in business management with a focus on construction.

Experience with project management of major construction projects including estimating, cost control, schedule, and contractor management.

Experience managing project budgets, scheduling, and contract administration.

Experience reading, reviewing, and approving shop and fabrication drawings, blueprints, and technical manuals

To perform this job successfully, an individual must be able to perform each essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Proficiency in AutoCAD and Procore (preferred).

Strong organizational, problem-solving, and time management skills.

Excellent written and verbal communication abilities, and demonstrate ability to effectively negotiate with subcontractors and vendors regarding matters of significance related to the projects.

Familiarity with construction permitting processes and jurisdictional requirements.

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

Working knowledge of multiple disciplines such as civil, structural, mechanical, electrical, piping, geotechnical, and surveying

Ability to rapidly change

Ability to rapidly change roles / responsibilities while maintaining a high sense of urgency in a high-paced, challenging work environment.

Occasional travel to job sites may be required.

Computer Skills

Demonstrate the ability to use Microsoft office suite (Outlook, Excel, Word, PowerPoint), Adobe, and other modern connectivity applications (e.g. Zoom, MS Teams) for daily internal communication.

Language Skills And Mathematical Skills

Demonstrate the ability to read, comprehend, and respond appropriately through written or verbal form; demonstrate tactfulness when communicating, including internal communication with staff members of all levels; ability to communicate with a variety of audiences effectively. Ability to add, subtract, multiply, and divide in all measure units using whole numbers, common fractions, and decimals.

Reasoning

Demonstrate the ability to effectively apply common sense and follow through to daily tasks; demonstrate the ability to work with little or no supervision; demonstrate excellent analytical skills; demonstrate the ability to efficiently conduct research and ask appropriate probing questions to complete necessary tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit and stand; use phone and headset; use hands, arms, fingers to type; answer phones; write; use calculator; demonstrate strength to lift and carry materials weighing up to 20 pounds; demonstrate clear vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone.

Sensory Demands

The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information which requires attention to detail and high levels of accuracy.

Mental Demands

There are a number of deadlines associated with this position, which may cause significant pressure. The incumbent must also deal with a wide variety of people on various issues.

Regular Work Schedule

Varies depending on business needs; however, the

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Construction Project Coordinator • Westlake Village, CA, US