Job Description

Role Summary

The Project Coordinator supports the project team from award through closeout with a heavy emphasis on submittals, RFIs, change orders, and document control. This role ensures the right information gets to the right stakeholders at the right time, maintaining accurate logs and standardized workflows across multiple concurrent projects.

Key Responsibilities

Submittals & Shop Drawings

• Create and maintain the submittal register aligned to contract requirements, specs, and schedule.
• Collect, review for completeness, route for design/owner review, track approvals, and distribute to subs/field.
• Ensure required long‑lead submittals are prioritized; escalate delays to PM/Scheduler.
• Version control and archive all approved documents; maintain current/approved sets for field teams.

RFIs (Requests for Information)

• Draft and format RFIs with clear questions, references to drawings/spec sections, and attachments.
• Log, route, and track RFIs to closure; follow up proactively to hit response deadlines.
• Distribute responses; confirm incorporation into drawings, coordination models, and the field.

Change Orders (Owner & Subcontractor)

• Maintain potential change order (PCO) and change order (CO) logs with cost and schedule impact.
• Compile pricing requests from subs/suppliers; assemble ROM/budget impacts for PM review.
• Prepare CO documentation packages (scope narrative, backup, labor/equipment, quotes) for approval.
• Update budgets/commitments upon approval and coordinate with Accounting/AP for processing.

Document Control & Compliance

• Establish standardized folder structures and naming conventions per PPS standards.
• Manage drawing/spec addenda, ASIs, bulletins, and revised IFC sets; keep current plans posted.
• Control distribution lists; ensure supers, foremen, and subs have the latest documents.
• Maintain permits, insurance/COIs, safety documents, daily reports, and closeout logs.
• Support QA/QC records (inspection reports, test results, checklists) and as‑built documentation.

Project Administration & Coordination

• Prepare meeting agendas, take detailed minutes, and track action items to completion.
• Assist with procurement: issue POs/commitments, track deliveries, and reconcile packing slips.
• Support schedule updates by providing RFI/submittal/long‑lead status to the scheduler/PM.
• Interface with owners, architects/engineers, subcontractors, and vendors professionally.
• Assist with pay applications by assembling backup (approved COs, stored materials, lien waivers).
• Coordinate closeout: O&M manuals, warranties, training, punch list tracking, and turnover packages.

Required Qualifications

• 2–5+ years of construction project coordination or document control experience (GC or major trade).
• Strong knowledge of submittal, RFI, and change order workflows under typical contracts (AIA, Design‑Bid‑Build, CM‑at‑Risk).
• Proficiency with project platforms (e.g., Procore, Bluebeam, MS Office/Excel/SharePoint). Experience with DocuSign, P6/MS Project, or Newforma a plus.
• Ability to read construction drawings/specs and reference CSI divisions.
• Excellent written and verbal communication; detail‑driven with strong follow‑through.
• Proven ability to manage multiple deadlines across concurrent projects.

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