Project Coordinator

Job Description

Job Description

Project Coordinator

Demonstrates a consistent timely and accurate approach to processing all administrative paperwork required to ensure project is fully documented from preconstruction through job closeout. Assists with current PC team and onboarding new PC's in promoting the "on time and on budget" approach, utilizing ICSI Company Manual and Employee Orientation and Development Plan (EODP). Serves as PC for large budget / complex projects as required. Champions constant and effective communication with team members, internal / external customers and vendors.

Principal Duties & Responsibilities :

1.) Administrative aspects of the construction process from Project Bid Kick-off to Project Close-out, includes :

a. Project Start-Up

Gain understanding of scope and budget of project through bid documents, work letters, project drawings, owner contract, and tenant specifications, potentially starting at Bid Kick-off Meeting

Complete primary job checklist, budget, and accounting estimate with Project Manager (PM) & Job Cost Accountant (JCA)

Start project closeout process to ensure completion as stated in ICSI Company Manual (30 days post turnover)

Lead Project Launch Meeting with VPPMS, PM and Accounting (Provide following documentation in advance of PLM; Budget, Directory, Accounting Estimate, and Primary Job Checklist in advance)

Create / confirm initial project directory and templates on ICSI network and Viewpoint Team

Insurance notifications, subcontracts, POs, and any other project specific documentation

Weekly Report Template

3 Week Look Ahead Schedule Template

Drawing Index

National Account Vendor tracking spreadsheet

Assist PM / Super (Superintendent) as required to track and secure the required permits for the job

Assist PM / Super as required to apply for any required utilities for the job

Coordinate general conditions items and POs with PM and Super

Confirm Super has all necessary equipment and signage for the site

b. Construction Administration

Perform duties with a comprehensive understanding of the project scope and intention to keep project on schedule and budget. Communicate critical job flow and / or concerns in scheduling and budget to PM, VPPMS, EVPCO, and President as needed

Problem solving at low level and escalate as needed to maintain work flow of project. Initiates appropriate levels of escalation required for various stages of construction.

Work with PM to ensure all scopes of work have been contracted / bought

Actively maintain current construction drawings in PM Drive, Viewpoint Team, with subcontractors, and jobsite Superintendent

Request and log subcontractor W-9 prior to writing subcontracts

Prepare all purchase orders, subcontracts, and sub change orders. Include contract attachments, exhibits, and schedules for all projects

Timely collection and follow up of all subcontracts and subcontractor change orders per corporate timeline

Maintain project checklist, subcontractor list, accounting checklist, Viewpoint Team, and any project specific documents.

Facilitate team PM / PC meeting. Compile and distribute minutes and follow up on open action items.

Retrieve and log all required items from subcontractors per the company and project specific timeline. Route paperwork to other parties in the office as needed and follow-up to ensure completion

Validates lead times to mitigate potential delays as early as possible and follows through with PM and Superintendent as required

Proactively coordinates deliveries of equipment and materials utilizing knowledge of project schedule and sequencing

Liaison communication between PM, Super, accounting department, and subcontractors to expedite necessary documentation to ensure project flow without delay

Closely monitors and assists PM in writing OCORs and ensure timely (stay current) PM execution with owners

Facilitate weekly owners' meetings. Compile and distribute meeting minutes and follow up on open action items

Maintain Submittals via Viewpoint Team

Leads effort with assistance from PM and Super to ensure all submittals are received, reviewed at appropriate levels (PM, Architect, Owner, Tenant), and returned to subcontractor prior to performance of work. Expedite when necessary

Maintain RFI log via Viewpoint Team

Coordinate with PM / Super to complete, review, amend if necessary, and distribute weekly / daily reports as required (PC to create initial template)

Monitor all job-related correspondence on a daily basis

c. Project Closeout

Coordinate project close-out meeting with EVPCO, VPPMS, Controller, PM, and Super

Assist Super to arrange pick-up for final billing for general conditions items

Work with Super to compile As-Built Drawings and ensure that all appropriate close-out documents are completed 100% at turnover (Start four (4) weeks prior to turnover!)

Log, bag, and archive state approved drawing and As-builts

Log punch list for PM / Super follow up and execution

Compile and create all necessary items for O & M Manuals, close out documents. Distribute to owner / tenant according to their requirements

2.) Additional Duties :

Work with VPPMS to develop and lead new processes efficiently

Assess current process and make recommendations to VPPMS for improved efficiency and cross-department understanding and communication

Coordinate between ICSI departments to provide consistent customer service to ensure exceptional owner and subcontractor relations

Assist / Confirm Lessons Learned are updated in folders

Education & Experience :

1. 4-year Bachelor's Degree preferred

2. Minimum of 5 years' experience in construction administration related work

• For this position, you must be currently authorized to work in the United States without the need for sponsorship for a non-immigrant visa. This job was first posted by CyberCoders on 09 / 10 / 2025 and applications will be accepted on an ongoing basis until the position is filled or closed.

CyberCoders is proud to be an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status, or any other characteristic protected by law. CyberCoders will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act.  CyberCoders is committed to working with and providing reasonable accommodation to individuals with physical and mental disabilities. Individuals needing special assistance or an accommodation while seeking employment can contact a member of our Human Resources team at Benefits@CyberCoders.com to make arrangements.