Construction Scheduling Coordinator

Job Description

Job Description

Position Summary

As a Scheduling & Construction Administrative Coordinator, you’ll play a key support role in coordinating field schedules, maintaining project documentation, and assisting project managers, superintendents, and field crews. This position bridges the gap between the office and the field by ensuring that project timelines, resources, and communication run smoothly.

Key Responsibilities

Assist with daily and weekly crew scheduling for paving, grading, concrete, and maintenance crews

Coordinate subcontractor schedules and confirm material / equipment deliveries

Maintain and update project calendars, whiteboards, and scheduling software

Support permit and utility locate tracking; ensure documents are submitted and received timely

Communicate schedule changes and updates to project managers and foremen

Track and compile daily reports, field logs, and timecards

Organize project documentation such as job files, contracts, work orders, and job start forms

Assist with subcontractor onboarding and COI tracking

Follow up with municipalities, vendors, or clients as needed for job-related tasks

Provide backup support for phones, work orders, or customer service inquiries as needed

Required Qualifications

Previous experience in construction administration, dispatching, scheduling, or similar support role

Strong organizational skills and attention to detail

Ability to multitask and shift priorities quickly in a fast-paced environment

Proficient in Microsoft Office (Word, Excel, Outlook); experience with construction software a plus (e.g., B2W, Procore, Buildertrend)

Excellent communication skills, both written and verbal

High school diploma or equivalent; additional education in construction management or business is a plus

Preferred Traits

Familiarity with DOT projects, paving schedules, or municipal permit processes

Experience working with field crews or supporting multiple departments

Proactive, dependable, and a team player who can take initiative when needed

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