Civil Construction Project Coordinator

Kids for the Future; Virginia Beach (VA); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Medical Insurance (3 plans)

Vision Insurance

Life Insurance

Short Term Disability

Long-Term Disability

Flexible Spending Account

Health Savings Account

Paid time off

Tuition Reimbursement

Employee Assistance Program

Job summary

Kids for the Future is seeking an organized Project Coordinator to support planning, administration, and execution of civil construction projects in Virginia Beach. This role collaborates with Project Managers, Superintendents, and subcontractors to ensure documentation is complete and on schedule.

The Project Coordinator will maintain electronic project files, manage RFIs and submittals, coordinate materials, track costs, and assist with closeout documentation.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in Construction Management, Engineering, Business Administration, or related field preferred.
• Experience in construction administration, project coordination, project engineering, or similar role preferred.
• Experience in civil, heavy civil, underground utility, site development, earthwork, concrete, or infrastructure construction preferred.
• General understanding of construction plans, specifications, contracts, RFIs, submittals, change orders, and project documentation.
• Ability to read and understand construction drawings and specifications preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with construction management software such as Procore, HCSS, Bluebeam, or similar systems preferred.
• Experience with Sage Intacct is preferred.
• Ability to learn new construction and project management software quickly.
• Strong problem-solving skills and ability to follow through on outstanding items with limited supervision.

Responsibilities

• Provide administrative and coordination support to Project Managers, Superintendents, and project teams throughout all phases of construction.
• Assist with project startup, including organizing project files, contracts, plans, specifications, schedules, permits, and other required documentation.
• Maintain accurate and organized electronic project files and document control systems.
• Prepare, track, distribute, and maintain RFIs, submittals, change orders, purchase orders, and other project documentation.
• Monitor outstanding RFIs, submittals, approvals, and other action items and follow up with responsible parties as needed.
• Maintain subcontractor and vendor documentation, including contracts, insurance certificates, compliance documents, and other required records.
• Assist with subcontractor onboarding and ensure required project documentation is received before work begins.
• Support the preparation and processing of subcontract agreements, purchase orders, work orders, and change orders.
• Assist with preparation of owner and subcontractor billing documentation as needed.
• Support Project Managers with cost tracking, job cost documentation, committed costs, and project reporting.
• Review invoices, purchase orders, and supporting documentation for accuracy and proper project/cost-code assignment.
• Assist with tracking quantities, production information, and other project-related data.
• Maintain current project plans, specifications, drawings, and revisions and ensure updated documents are distributed to appropriate team members.
• Coordinate project meetings and assist with preparing agendas, meeting minutes, action-item lists, and follow-up documentation.
• Assist with utility coordination, permitting, inspections, testing, and other project requirements as assigned.
• Maintain records related to inspections, testing reports, daily documentation, and project closeout requirements.
• Assist with project closeout, including punch lists, as-built documentation, warranties, final documentation, and turnover packages.
• Help identify missing documentation, upcoming deadlines, or potential project issues and communicate them to the Project Manager.
• Maintain professional communication with owners, engineers, subcontractors, vendors, and other project stakeholders.
• Perform additional project administration and coordination duties as assigned.

Skills

Multitasking

Strong communication

Problem solving

Team collaboration

Education

Bachelor’s or Associate degree in Construction Management/Engineering/Business Admin

Tools

Procore

HCSS

Bluebeam

Sage Intacct

Microsoft Excel

MS Office

Job description

• Location 160 Newtown Road,Suite 500,Virginia Beach, VA, 23462,United States
• Base Pay $70,000.00 / Year

Description

We are seeking an organized, detail-oriented Project Coordinator to support the planning, administration, and execution of civil construction projects. This position works closely with Project Managers, Superintendents, Foremen, subcontractors, vendors, and internal departments to help ensure projects remain organized, properly documented, and on schedule.

The Project Coordinator plays a key role in managing project documentation, tracking submittals and RFIs, coordinating materials and subcontractors, maintaining project records, and supporting day-to-day communication between the field and office. The ideal candidate is highly organized, comfortable working in a fast-paced construction environment, and able to manage multiple projects and priorities simultaneously.

• Provide administrative and coordination support to Project Managers, Superintendents, and project teams throughout all phases of construction.
• Assist with project startup, including organizing project files, contracts, plans, specifications, schedules, permits, and other required documentation.
• Maintain accurate and organized electronic project files and document control systems.
• Prepare, track, distribute, and maintain Requests for Information (RFIs), submittals, change orders, purchase orders, and other project documentation.
• Monitor outstanding RFIs, submittals, approvals, and other action items and follow up with responsible parties as needed.
• Maintain subcontractor and vendor documentation, including contracts, insurance certificates, compliance documents, and other required records.
• Assist with subcontractor onboarding and ensure required project documentation is received before work begins.
• Support the preparation and processing of subcontract agreements, purchase orders, work orders, and change orders.
• Assist with preparation of owner and subcontractor billing documentation as needed.
• Support Project Managers with cost tracking, job cost documentation, committed costs, and project reporting.
• Review invoices, purchase orders, and supporting documentation for accuracy and proper project/cost-code assignment.
• Assist with tracking quantities, production information, and other project-related data.
• Maintain current project plans, specifications, drawings, and revisions and ensure updated documents are distributed to appropriate team members.
• Coordinate project meetings and assist with preparing agendas, meeting minutes, action-item lists, and follow-up documentation.
• Assist with utility coordination, permitting, inspections, testing, and other project requirements as assigned.
• Maintain records related to inspections, testing reports, daily documentation, and project closeout requirements.
• Assist with project closeout, including punch lists, as-built documentation, warranties, final documentation, and turnover packages.
• Help identify missing documentation, upcoming deadlines, or potential project issues and communicate them to the Project Manager.
• Maintain professional communication with owners, engineers, subcontractors, vendors, and other project stakeholders.
• Perform additional project administration and coordination duties as assigned.

Requirements

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in Construction Management, Engineering, Business Administration, or a related field preferred.
• Previous experience in construction administration, project coordination, project engineering, or a similar role preferred.
• Experience within civil, heavy civil, underground utility, site development, earthwork, concrete, or infrastructure construction strongly preferred.
• General understanding of construction plans, specifications, contracts, RFIs, submittals, change orders, and project documentation.
• Ability to read and understand construction drawings and specifications preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Strong written and verbal communication skills.
• Ability to work effectively with both office and field personnel.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with construction management software such as Procore, HCSS, Bluebeam, or similar systems is preferred.
• Experience with Sage Intacct is preferred.
• Ability to learn new construction and project management software quickly.
• Strong problem-solving skills and ability to follow through on outstanding items with limited supervision.

Summary

• Competitive salary and benefits package.
• Opportunities for professional development and career advancement.
• A collaborative and supportive work environment.
• Medical Insurance (3 plans to choose from)
• Vision Insurance
• Supplemental voluntary life insurance (self, spouse, child and AD&D)
• Accident and Critical Illness insurance
• Company paid Short Term Disability and Long-Term Disability insurance
• Flexible Spending Account
• Health Savings Account
• Paid time off
• Tuition Reimbursement
• Employee Assistance Program

We are an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status.