Reconstruction Project Coordinator - Construction Operations

• Help coordinate reconstruction projects from authorization through final completion and billing.
  
  
• Create, organize, maintain, and audit project files.
  
  
• Ensure contracts, authorizations, estimates, selections, change orders, photos, invoices, subcontractor documentation, and other required records are properly maintained.
  
  
• Track outstanding project requirements and follow up until they are completed.
  
  
• Maintain accurate and current project information within company systems.
  
  
• Identify missing information or incomplete requirements before they create project delays.
  
  
• Assist Project Managers with administrative and operational responsibilities throughout the life of each project.
  
  
• Help move projects forward rather than simply documenting what has already occurred.
  
  

• Maintain and actively assist with reconstruction project schedules.
  
  
• Coordinate schedules between Project Managers, customers, subcontractors, vendors, suppliers, and internal team members.
  
  
• Track upcoming project milestones, deadlines, and commitments.
  
  
• Identify potential delays and communicate them before they become larger problems.
  
  
• Follow up on commitments, materials, selections, subcontractors, customer decisions, and other items that could prevent projects from moving forward.
  
  
• Help maintain accountability systems so outstanding tasks do not get lost or forgotten.
  
  
• Follow through with responsible parties until required action items are completed.
  
  
• Communicate scheduling changes quickly and professionally.
  
  
• Help ensure our team delivers on the commitments we make to customers.
  
  

• Source materials, vendors, suppliers, and subcontractors as needed.
  
  
• Request and compare pricing, availability, and lead times.
  
  
• Order approved materials and track orders through delivery.
  
  
• Confirm required materials are available before scheduled work begins.
  
  
• Coordinate subcontractor scheduling with Project Managers.
  
  
• Track subcontractor commitments, schedules, time, labor, documentation, invoices, and project status.
  
  
• Follow up when subcontractors or vendors are not meeting agreed-upon schedules or requirements.
  
  
• Help ensure subcontractors and vendors provide required documentation before payment.
  
  
• Maintain organized vendor, supplier, and subcontractor information.
  
  
• Assist in developing and maintaining strong relationships with reliable trade partners and suppliers.
  
  

• Assist Project Managers with project budgets and cost tracking.
  
  
• Help monitor labor, materials, subcontractor costs, and other project expenses.
  
  
• Assist with estimating and estimate documentation.
  
  
• Help identify changes in scope that may require additional documentation, estimates, or change orders.
  
  
• Track approved and pending change orders.
  
  
• Review project files for completeness before billing.
  
  
• Assist with invoice preparation and billing documentation.
  
  
• Coordinate with Accounting and Accounts Receivable when project or billing information is needed.
  
  
• Help ensure completed work is accurately documented so the company can properly bill for the work performed.
  
  
• Assist with maintaining accurate financial information throughout the project rather than waiting until project completion.
  
  

• Provide professional telephone and administrative support.
  
  
• Communicate with customers regarding schedules, selections, project information, and other administrative needs.
  
  
• Assist Project Managers with customer follow-up and ongoing communication.
  
  
• Communicate with vendors, subcontractors, suppliers, insurance representatives, and other project stakeholders.
  
  
• Help ensure important communication is documented and reaches the appropriate team member.
  
  
• Proactively follow up when information or decisions are needed to keep projects moving.
  
  
• Assist the office and other departments when needed to support our customers and team.
  
  

• Construction administration or project coordination
  
  
• Restoration or insurance-related construction
  
  
• General contracting
  
  
• Property management
  
  
• HVAC, plumbing, electrical, roofing, or other service trades
  
  
• Scheduling or dispatch
  
  
• Vendor and subcontractor coordination
  
  
• Materials purchasing or procurement
  
  
• Estimating or billing
  
  
• Project budgeting or job-cost tracking
  
  
• Customer service within a construction or service environment
  
  

• Two or more years of project coordination, construction administration, office operations, customer service, or related experience preferred.
  
  
• Strong organizational and time-management skills.
  
  
• Ability to manage multiple active projects and priorities simultaneously.
  
  
• Strong attention to detail and follow-through.
  
  
• Excellent written and verbal communication skills.
  
  
• Professional telephone and customer-service skills.
  
  
• Strong computer skills, including Microsoft Outlook, Word, and Excel.
  
  
• Comfortable learning construction and restoration software.
  
  
• Ability to work independently while supporting Project Managers and the broader team.
  
  
• Comfortable following up with others and maintaining accountability to schedules, commitments, and documentation requirements.
  
  
• Ability to adapt quickly when schedules and priorities change.
  
  
• Strong problem-solving skills and willingness to take initiative.
  
  

• Take ownership instead of waiting to be reminded.
  
  
• Do what they say they're going to do.
  
  
• Follow up until an issue is resolved.
  
  
• Stay productive and look for the next priority when something is completed.
  
  
• Respect their teammates' time and understand that everyone's performance affects the entire team.
  
  
• Communicate early when they see a problem developing.
  
  
• Pay attention to details without losing sight of the overall project.
  
  
• Look for solutions instead of excuses.
  
  
• Understand that accountability and teamwork go hand in hand.
  
  
• Take pride in helping customers and teammates succeed.
  
  
• Continually look for ways to improve themselves, their processes, and the organization.
  
  

• Competitive compensation based on experience and relevant construction/service-industry knowledge
  
  
• 401(k) Retirement Plan
  
  
• Profit Sharing
  
  
• Cash Balance Pension Plan
  
  
• Paid vacation and holidays
  
  
• Ongoing training and professional development
  
  
• Opportunities for advancement and increased responsibility
  
  
• Stable, year-round employment with a growing, locally owned business
  
  
• Health Insurance Marketplace guidance and resources to help team members explore coverage options based on their individual circumstances