Construction Coordination Specialist

Circle K; Tampa (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Circle K is seeking a detail-oriented Project Administrator to support construction and vendor processes in Tampa, FL. Responsibilities include coordinating equipment deliveries, validating contractor payments, and maintaining project documentation.

The role requires strong Excel skills, experience with Smartsheet or similar tools, and the ability to manage multiple tasks with tight deadlines. On-site work in Tampa is expected.

Qualifications

• High School Diploma or GED required.
• Strong experience with Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Must be able to manage multiple projects with accuracy under deadlines.

Responsibilities

• Coordinate with Equipment Team to ensure timely equipment receipt.
• Process and validate contractor pay applications and progresses.
• Track liens, notices, and project-related forms and closeouts.

Skills

Microsoft Word

Outlook

Excel

PowerPoint

Attention to detail

Multitasking

Education

High School Diploma or GED

Tools

Smartsheet

Laserfiche

POPA

PDI

Job description

Essential Duties

• Collaboration with Equipment Team to ensure Equipment is received on time.
• Receive, validate & ensure payment of the General Contractor progress and final pay applications.
• Preliminary Lien Notice tracking.
• Completion of necessary forms for Check/Wire Requests/Credits.
• Ensure timely AFE close out.
• Facilitate utility transfers.
• Updates Cost Trackers throughout the course on all projects for General Contract related items.
• Completion of Construction Start Notifications.
• Facilitate site specific contract execution.
• Receive, record & notify of any pending Liens.
• Receive, record & notify of any Satisfaction of Liens. Attend meetings as required.
• Budgets – validating and updating budgets when necessary.
• POs and/or Change orders – creating, issuing, updating, and closing.
• Accruals – quarterly & year end
• Responds to vendor inquiries as necessary.
• Smartsheet project updates, tracking, validation & reporting.
• Other items as may be assigned such as (but not limited to): scheduling of meetings/calls, ordering office supplies, filing, scanning of documents, etc.
• Reports and requests by leadership as needed.
• Works with Site Repository staff to ensure site addresses in POPA are accurate.
• Software applications: Excel, Smartsheet, Laserfiche, POPA, PDI, Others as needed.

Essential Duties

The position includes, but is not limited to, the following essential job duties, responsibilities, and requirements:

• Collaboration with Equipment Team to ensure Equipment is received on time.
• Receive, validate & ensure payment of the General Contractor progress and final pay applications.
• Preliminary Lien Notice tracking.
• Completion of necessary forms for Check/Wire Requests/Credits.
• Ensure timely AFE close out.
• Facilitate utility transfers.
• Updates Cost Trackers throughout the course on all projects for General Contract related items.
• Completion of Construction Start Notifications.
• Facilitate site specific contract execution.
• Receive, record & notify of any pending Liens.
• Receive, record & notify of any Satisfaction of Liens. Attend meetings as required.
• Budgets – validating and updating budgets when necessary.
• POs and/or Change orders – creating, issuing, updating, and closing.
• Accruals – quarterly & year end
• Invoices – receive, code, validate, follow-up.
• Vendor Set Up Completion.
• Responds to vendor inquiries as necessary.
• Smartsheet project updates, tracking, validation & reporting.
• Other items as may be assigned such as (but not limited to): scheduling of meetings/calls, ordering office supplies, filing, scanning of documents, etc.
• Reports and requests by leadership as needed.
• Works with Site Repository staff to ensure site addresses in POPA are accurate.
• Software applications: Excel, Smartsheet, Laserfiche, POPA, PDI, Others as needed.

Job Requirements

• High School Diploma or GED
• Strong background in applications software including but not limited to Microsoft Word, Outlook, Excel and PowerPoint.
• Must have strong knowledge of the processes that relate to construction and the ability to handle multiple projects at any given time.
• The ability to grasp new ideas and concepts quickly.
• The person must be able to learn new software applications including but not limited to Smartsheet.
• Must be well organized and possess ability to handle multiple responsibilities under deadlines with a high degree of attention to detail and accuracy.
• Must possess well developed verbal and written communication skills and well as excellent interpersonal skills.
• Strong interpersonal communication skills with ability to work well with team members, upper management, and vendors, as well as with others both inside and outside the organization.
• Minimal travel required

This role can be based out of our Tampa, FL or Tempe, AZ office

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Complete physical activity inventory of the position includes:

• Sit for long periods of time.
• Operate computer keyboard and mouse for data entry.
• View computer monitor
• Hear and speak via telephone.
• Reach forward and/or overhead
• Occasionally lift up to 20 pounds

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working conditions inventory of the position includes:

• The noise level in the work environment is usually moderate at a normal range.
• The lighting will include natural light from the outside as well as fluorescent lighting throughout the work areas.
• Work with minimum direction and periodic supervision.

Job Description Acknowledgment

This Job Description indicates the general nature and level of work to be performed in this position and it is not intended to contain or be interpreted as a comprehensive inventory of all the duties, responsibilities, functions and qualifications required of the position. The incumbent may be asked to perform other duties and will be evaluated, in part, on performance of the tasks listed in this job description. As with all positions, the responsibilities and duties of this position may change. The Company reserves the right to revise this Job Description at any time with or without notice. This Job Description does not constitute a contract for employment and either the incumbent or the Company may terminate employment at any time, for any reason, with or without notice.

Circle K is an Equal Opportunity Employer. The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

Circle K is an Equal Opportunity Employer.

The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.