ASSISTANT PROJECT COORDINATOR JOB DESCRIPTION

Supporting a construction project from subcontract execution to closeout takes more hands than a single Project Manager can provide. The Assistant Project Coordinator fills that operational gap on active job sites, handling subcontractor compliance documentation, lien waiver tracking, and AIA contract administration alongside daily field crew coordination. OSHA-regulated site environments add a layer of procedural accountability that goes beyond typical administrative support. Four years of combined field and office experience is the standard threshold employers set before extending this title.

As the Assistant Project Coordinator, you keep construction project records, compliance documents, and material workflows running accurately from groundbreaking through project closeout, ensuring the Project Manager's decisions are backed by current, verified data. You work within a project team that spans field superintendents, subcontractors, and ownership-side stakeholders, coordinating across those groups to maintain schedule integrity and contractual compliance.

Career Impact: Hands-on exposure to AIA contract administration and subcontractor compliance tracking builds a credentialed foundation for advancement to full Project Coordinator or Assistant Project Manager within the construction industry.

Business Impact: Accurate lien waiver processing and subcontractor draw management directly protect the company from payment disputes and schedule delays on active projects.

Growth Opportunity: Managing concurrent documentation streams across multiple trades accelerates the scope and complexity you can own, moving you toward independent project administration and eventual project management responsibility.

• Administer subcontractor compliance documentation, including insurance certificates, lien waivers, and W-9 forms, to maintain current records throughout the project.
• Track project schedule milestones against the construction schedule and report progress variances to the Project Manager.
• Coordinate material deliveries by receiving, inventorying, and staging materials to meet field crew requirements for the following workday.
• Process owner billing pay applications and subcontractor draw requests, including special pays and joint check requests, within established deadlines.
• Prepare and distribute change order documentation for both owner and subcontractor tiers upon scope change authorization.
• Attend jobsite meetings on behalf of the Project Manager, record meeting minutes, and distribute summaries to the project team promptly.
• Support project closeout by assembling materials for project manuals and coordinating with the Closeout Coordinator on final documentation.
• Maintain a safe and organized jobsite environment by enforcing site procedures, rules, and applicable safety regulations.

• Bachelor's degree in Construction Management, Business Administration, or a related field, or equivalent work experience.
• 1 or more years of administrative or coordination experience within a construction, contracting, or related production environment, with exposure to subcontractor or vendor management.
• Working knowledge of construction contract documentation, including subcontracts, purchase orders, and change order processes.
• Demonstrated ability to manage multiple concurrent deadlines with accuracy and attention to detail in a field-office environment.
• Proficiency in Microsoft Office Suite, with strong competence in Excel for tracking and reporting purposes.
• Strong written and verbal communication skills for interaction with subcontractors, superintendents, and ownership representatives.
• Ability to perform physical site tasks, including lifting materials, climbing ladders, and standing for extended periods as required.

• Prior exposure to OSHA regulations and forklift certification, or willingness to obtain certification within the first six months.
• Experience processing AIA pay applications or working within a construction accounting workflow.
• Familiarity with construction project management or accounting platforms in a professional setting.
• Associate's or technical degree in a construction-related discipline.

• Subcontractor compliance document currency rate, measuring the percentage of active subs with verified, up-to-date insurance and waivers.
• Change order cycle time in days, tracking how quickly scope changes move from authorization to executed documentation.
• Material inventory accuracy rate, reflecting the percentage of delivered materials correctly logged and staged without field crew delays.
• Pay application submission timeliness, measured against the monthly billing cycle deadline set by the owner contract.
• Jobsite meeting minutes turnaround time, targeting distribution within 24 hours of each meeting.
• Typical tools: construction project management platforms (commonly Procore or Viewpoint); contract and document routing (commonly Textura or DocuSign).

• Base Salary Range: $42,000 – $58,000 per year
• Bonus: Discretionary project-completion bonus, typically 3–5% of base
• Equity: Not standard at this level
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premiums
• PTO: 10–15 days per year plus standard federal holidays
• Common Perks: Mileage reimbursement for site travel; safety gear stipend; tuition assistance toward construction management credentials

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check and drug screening are required conditions of employment for all candidates offered a position. Work authorization in the United States is mandatory; sponsorship is not available for this role. Reasonable accommodations for qualified individuals with disabilities are available throughout the application and employment process upon request. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.

The Assistant Project Coordinator shapes Kenyir project operations by managing administrative, financial, and compliance functions, from budget forecasts and expense reports to permit applications and asset inventory. Embedded within Panthera Malaysia's field team and reporting to the Project Manager, this role builds the operational foundation that sustains conservation program delivery in Terengganu.

Key Responsibilities

• Manage administrative operations to ensure compliance with finance, procurement, HR, and other administrative policies across all programmatic departments.
• Assist with managing the project budget and ensure timely submission of monthly budget forecasts and expense reports.
• Assist with preparing financial reports for submission to relevant donors.
• Ensure that staff, interns, volunteers, and other relevant parties are aware of and comply with safety and administrative procedures in all areas of operation.
• Assist in the recruitment, orientation, and performance monitoring of field staff.
• Assist with managing the field staff roster by working closely with patrol and operations leadership to keep payroll information updated promptly.
• Upkeep of the inventory of all assets and field equipment to enable regular audits.
• Maintain project facilities and assets in good operational condition.
• Participate in briefing, strategy planning, and debriefing sessions as required to remain aware of field operations and requirements.
• Assist with permit applications and submission of official letters or requests to relevant authorities and agencies.
• Establish and maintain good relations with project partners and stakeholders.
• Ensure professional conduct within the team and with partners, stakeholders, and government representatives.
• Ensure all assigned activities are consistent with the schedule and that all outputs are delivered on time and at the desired quality.
• Comply with applicable national laws and regulations, organisational policies and guidelines, and standard operating procedures at all times.

Required Qualifications

• Bachelor's degree in Business Administration, HR, Social Sciences, or equivalent.
• At least 4 years of prior working experience preferred
• Some knowledge of the conservation and policy environment in Malaysia.
• Strong attention to detail and commitment to accuracy.
• Ability to work under pressure and to be based in remote areas.
• Ability to work effectively within a diverse team and adhere to protocols and safety guidelines.
• Ability to communicate professionally in both written and spoken contexts.
• Proficiency in Bahasa Malaysia required.
• Driving licence (D) preferred.

Embedded within the construction project team, the Assistant Project Coordinator delivers administrative and financial support across all phases of multifamily construction projects. Working closely with Project Managers, Project Engineers, and Superintendents, this role is responsible for tracking vendor compliance documents, subcontractor draws, and project setup to keep construction operations running accurately and on schedule.

Core Functions

• Set up projects in construction management systems and verify correct project information, including estimates, forms, and templates.
• Track and manage insurance, bonds, licensing, and contract documents for owners and subcontractors.
• Coordinate superintendent job site needs, including living accommodations, utilities, and subcontractor and vendor setup.
• Process subcontractor draws, joint check requests, special payments, and owner billing applications.
• Track subcontractor compliance documents, including waivers, insurance certificates, W-9 forms, and affidavits.
• Manage change orders for both owners and subcontractors.
• Assist with project closeout by assembling materials for project manuals and closeout books, and shutting down out-of-town accommodations.
• Maintain electronic files, troubleshoot billing issues, and provide general office administrative and receptionist support.

Qualifications & Experience

• High school diploma or equivalent required.
• Minimum of one year of administrative experience.
• Accounting experience in a multifamily construction or related environment preferred.
• Experience using construction management software such as Viewpoint, Textura, Procore, DocuSign, or Bluebeam preferred.
• Working knowledge of Microsoft Word, Excel, Outlook, and internet applications.
• Excellent customer service and administrative support skills.
• Ability to prioritise tasks and meet deadlines in a fast-paced work environment.

Reporting to the Project Manager, the Assistant Project Coordinator builds an accurate, well-managed jobsite operation by tracking construction schedules, receiving and inventorying delivered materials, and coordinating field crew material requests. Partnering with Superintendents and site teams, this role contributes to on-time project delivery by maintaining a safe, organized work environment and ensuring documentation flows accurately through the inventory system.

Primary Duties

• Track the percentage of work complete against the construction schedule.
• Provide jobsite administrative support, including progress tracking and identifying and completing documentation for potential change orders.
• Maintain the jobsite inspection tracking report.
• Attend jobsite meetings on the project manager's behalf and report the minutes to the office immediately after each meeting.
• Plan, build, and organise jobsite material and storage.
• Receive, inventory, track, and secure delivered materials and input all necessary transactions into the inventory system with proper documentation promptly.
• Inspect, monitor, and report misuse of materials, tools, and rental equipment.
• Manage field crew material requests, meet daily with the superintendent to determine material needs, and stage materials for the following day.
• Maintain a safe and clean work environment by enforcing procedures, rules, and regulations.

Skills & Qualifications

• Associate's degree or technical degree in a related field.
• OSHA and forklift certification are a plus.
• Previous material management and inventory experience required.
• Minimum of one year of construction experience in a related field required.
• Electrical knowledge is a plus.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Ability to lift heavy materials and to bend, stoop, kneel, climb ladders, and stand for extended periods.
• Successful completion of pre-employment screening required.

Sitting at the intersection of customer relationship management and technical project execution, the Assistant Project Coordinator leads scope management, change order negotiations, and factory acceptance test planning for custom food processing equipment projects. Operating across sales, engineering, operations, and service departments, this role delivers the communication coordination and technical support that keeps complex, multi-line-item customer projects on schedule.

Duties

• Manage the scope of customer projects, including multiple line items of different equipment.
• Review approval drawings with customers over conference calls.
• Track project timeline milestones to help maintain the project schedule.
• Plan and host customer factory acceptance test visits.
• Negotiate change orders for project scope changes.
• Act as a communication liaison between multiple sales and operations departments.
• Provide technical support to customers with assistance from engineering and service departments.

Experience & Qualifications

• Knowledge of food processing or related product lines.
• General knowledge of a custom machinery environment is a plus.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Ability to occasionally spend extended time in a manufacturing environment reviewing equipment.
• Strong initiative, organisation, follow-through, dependability, and punctuality.
• Excellent written and oral communication skills.
• Ability to work effectively within a team and make independent decisions when required.
• Ability to be resourceful in identifying solutions to overcome issues.

A key member of the project team, the Assistant Project Coordinator owns documentation management, schedule preparation, and stakeholder communications across the full project lifecycle. Collaborating across departments and reporting to the Project Manager, this role enables organized, on-time project delivery by tracking progress, supporting estimation, and ensuring all outputs are completed efficiently and accurately.

Accountabilities

• Assist with estimation and the acquisition process.
• Communicate project progress effectively to key stakeholders.
• Track and report project progress.
• Manage all project documentation.
• Prepare the project schedule and manage deadlines.
• Perform other duties as assigned by the project manager in an orderly and efficient manner.

Position Requirements

• Bachelor's degree or equivalent.
• 1–2 years of relevant experience.
• Strong written and oral communication skills.
• Excellent multitasking, organisational, and time management skills.
• Strong problem-solving skills.
• Ability to work under pressure with minimal supervision.

Reliable delivery across concurrent client engagements depends on the Assistant Project Coordinator, who builds and maintains the tracking systems, project directories, schedules, invoices, and deficiency databases that keep multi-project teams on course. Based within a cross-functional team environment and working closely with the team leader and accounting department, this role strengthens both client relationships and internal operations through precise documentation, proactive follow-up, and structured project administration.

Day-to-Day Responsibilities

• Work with team leaders on development and updates to projected workload.
• Collaborate with other project coordinators to improve standard processes for project management.
• Maintain project directories and schedules.
• Administer team purchasing for supplies, tools, and equipment as needed, and maintain the team and departmental budget.
• Track project hours and expenses and create monthly invoices for submission to the client.
• Follow up with the client and the accounting department on outstanding receivables.
• Review and proofread project-related documents for proper formatting prior to client delivery.
• Manage the online deficiency database, including setting up new entries, inputting design and construction document reviews, submittal reviews, and field inspection deficiencies, and maintaining accurate indexing for reports.
• Maintain team schedules and meeting minutes, and coordinate internal project kick-off meetings for new projects with the team leader.
• Set up and maintain team projects in the project management software and manage incoming project-related documentation, including drawings, submittals, bulletins, addenda, ASIs, and RFIs.

Technical Qualifications

• Associate's degree or equivalent experience preferred.
• One to three years of experience in a general business environment with project administration or coordination experience.
• Extensive experience managing multiple high-quality deliverables against tight project schedules.
• Excellent organisation, multitasking, and time management skills.
• Strong analytical and problem-solving skills with the ability to think and communicate strategically.
• Excellent verbal and written communication skills with strong client and project focus.
• Ability to work independently as well as collaboratively, and flexibility to work with a variety of team members and dynamic project demands.

As the Assistant Project Coordinator, this role leads full-lifecycle project coordination, from proposal and tender submission through contract monitoring, supplier invoice processing, and document management, for client assignments across multiple practice areas. The project team relies on this work to ensure budgets are respected, contracts align with issued proposals, and all deliverables are filed, translated, and archived with precision.

Job Functions

• Assist with proposal and tender submission, including preparing project budgets and schedules, liaising with prospective staff, and ensuring all proposals are submitted within their respective deadlines.
• Monitor and track project progress on the control schedule.
• Ensure contracts align with issued proposals and that all agreed terms are supported.
• Monitor internal staff working hours and expenses incurred for project budgeting.
• Check and process external suppliers' invoices, ensuring all days worked and expenses incurred are within the agreed budget.
• Translate documents, maintain the filing system by client and by assignment, and archive files as necessary.

Background & Experience

• Excellent written and verbal communication skills in English.
• Proficiency in a second language such as French or German would be an advantage.
• Strong organisational and time management skills with the ability to prioritise and multitask.
• Ability to work under pressure with accuracy and attention to detail.
• Ability to follow through on tasks and work comfortably in a changing and developing environment.