WHAT DOES A CONSTRUCTION PROJECT COORDINATOR DO?

Published: August 7, 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.
Relevant Information
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