WHAT DOES A CONSTRUCTION PROJECT COORDINATOR DO?
Updated: Dec 24, 2024 - The Construction Project Coordinator oversees monthly and quarterly reporting, tracking budget versus actual costs for capital expenses, including projects and capital improvements. Coordinates with accounting to manage budget re-forecasts, review accounts payable and receivable, and ensure accurate invoice coding. Supports regional project managers and addresses ad hoc projects from upper management, ensuring all financial documentation is precise and timely.
A Review of Professional Skills and Functions for Construction Project Coordinator
1. Construction Project Coordinator Duties
- Financial Reporting: Monthly and quarterly reporting related to all capital jobs track budget-vs-actual costs for capital expenses, including, but not limited to, projects, capital improvements.
- Budget Management: Budget organization and re-forecast updates.
- Financial Coordination: Coordination, review, and communications related to accounts payable, accounts receivable, and invoice coding.
- Accounting Support: Work with the accounting team to aid in reporting deadlines and answer capital-related questions.
- Project Manager Assistance: Assist regional Construction Project managers.
- Ad Hoc Project Management: Ad Hoc projects that are implemented by upper-level management throughout the year.
- Invoice Accuracy Coordination: Coordinate with appropriate personnel to ensure accuracy of invoices and documentation related to accounts payable and accounts receivable.
- Invoice Processing Accuracy: Responsible for ensuring accuracy in codes and processing operations and capital invoices.
- Expense Management: Manage expense reports for Director, Sr. Property Manager, and Marketing Director.
- Project Information Management: Manage budgeting, scheduling, organizing, record-keeping, and handling information flow from the Project Manager to subcontractors and customers.
2. Construction Project Coordinator Details
- Communication Assistance: Assist with communications between field operations and project management
- Field Coordination: Coordinate with field staff at the start of projects to ensure jobs get off to a smooth start
- Compliance Assistance: Assist with compliance and all required documentation throughout the entire project
- Change Order Management: Assist with change order management and general accounting practices
- Accounts Receivable Management: Assist with accounts receivable management
- Subcontractor Management: Assist with subcontractor setup and management
- Meeting Coordination: Regularly schedule and attend meetings between customers, subcontractors, and the Project Manager
- Presentation Preparation: Prepare presentation items for meetings and maintain the meeting notes with the construction team
- Action Item Follow-up: Follow up on action items from the meetings
- Document Review: Review project documents for accuracy and review job-specific specifications
3. Construction Project Coordinator Responsibilities
- Specification Management: Create, submit, and follow up on various project specifications such as submittals, color plans, brush outs, change orders, OCIP documentation, closeout documentation, etc.
- Bid Coordination: Send bid information to independent Sr. Estimator for take-offs and review.
- Estimate Preparation: Enter the information received into the bidding spreadsheet to create estimates for owner review.
- Bid Submission: Send bids to general contractors timely.
- Budget Management: Follow up on approval and update budgets.
- Bid Revision: Review all ASIs/RFIs and update bids.
- Office Administration: Perform general administrative tasks such as reception, filing, scanning, maintaining office equipment.
- Relationship Maintenance: Maintain outstanding relationships with architects, project owners, contractors, subcontractors, as well as the RLM team.
4. Construction Project Coordinator / Administrative Assistant Accountabilities
- Project Organization: Assist Project Managers and Superintendents with organizing projects
- Project Initiation: Initiate new projects and field packets
- Bid Management: Manage bid/estimate spreadsheet and process extra work orders
- Insurance Management: Order insurance coverage per project
- Change Order Processing: Process change orders and reports
- Documentation Management: Manage project closeout documentation
- Employee Badging: Assist with employee badging for specific projects
- Subcontract Administration: Administer subcontracts & gather required documentation
- Invoice Management: Collect and upload subcontractors' invoices
- Accounts Payable Administration: Administer accounts payable for subcontractors
- Lien Release Management: Draft and collect lien releases from subcontractors
5. Construction Project Coordinator Functions
- Administrative Coordination: Complete a wide array of administrative duties through all phases of projects.
- Documentation Accuracy: Ensure documentation and files are efficiently prepared and managed with a high level of accuracy.
- Project Information Management: Maintain project information including work plans, schedules, project files, and reports.
- Project Communication: Effectively and accurately communicate project information and updates to the client and project team.
- Tender Support: Support with tender package submittal, subcontractor tender package recommendation to clients, subcontract award cost coding, and SAP upload sheet.
- Cost Monitoring: Monitor project costs through change order and contract adjustment procedures.
- Progress Meeting Participation: Participate in weekly subcontract progress meetings and progress tracking.
- Project Manager Assistance: Assist the Project Manager in a variety of tasks, such as review and process shop drawings, prepare correspondence, communicating discrepancies in project reports, prepare documents such as RFIs, deficiencies, and estimates.
- Consultant Report Review: Reviewing reports from the project’s consultants.
- Client and Contractor Liaison: Act as a liaison between clients, architects, consultants, engineers, and sub-contractors.
Job Role FAQs
What is a job role?
A job role refers to the duties, responsibilities, and expectations associated with a specific position within an organization. It explains what tasks an employee performs, how they contribute to team objectives, and how their work supports the company’s overall goals.
What are the typical responsibilities of a job role?
Typical job role responsibilities include completing daily tasks, collaborating with team members, making decisions, and meeting performance targets. For example, a software developer may write code, fix bugs, review pull requests, and collaborate with product teams.
What is the difference between a job role and a job title?
A job title is the official name of a position, such as Marketing Manager or Software Engineer. A job role describes the actual duties, responsibilities, and expectations associated with that position.
Why are clearly defined job roles important?
Clearly defined job roles help organizations improve productivity, reduce workplace confusion, and ensure accountability. When employees understand their responsibilities and expectations, teams can collaborate more effectively.
How do job roles support career development?
Understanding different job roles helps professionals identify career paths and the skills required for advancement. By learning the expectations of various roles, individuals can build relevant skills and plan long-term career growth.
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