Construction Coordinator

Baker Design Build; Jacksonville (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Baker Design Build is seeking a Construction Coordinator to support Project Managers and Superintendents in coordinating project activities. The role emphasizes procurement, scheduling, and documentation to keep projects running smoothly on-site in Jacksonville, FL.

The ideal candidate has 3–5 years of construction procurement or project coordination experience and is proficient with Procore, Monday CRM, Sage Intacct, and Excel.

Qualifications

• 3–5 years of construction procurement, purchasing, estimating, or project coordination experience.
• Familiarity with Procore, Monday CRM, Sage Intacct and Microsoft Excel.
• Bachelor's or associate degree in a related field preferred.
• Strong organizational and communication skills.

Responsibilities

• Assist Project Managers and Supervisors in coordinating project activities.
• Prepare bid comparisons and procurement schedules; track materials.
• Coordinate with subcontractors, vendors, and field personnel.
• Maintain project documentation and Procore records.
• Draft and track RFIs, submittals, and meeting materials.
• Support cost control, change documentation, and vendor management.

Skills

Procurement experience

Project coordination

Attention to detail

Education

Associate's or Bachelor's degree in Construction Management, Business, Supply Chain, Engineering, or related field

Tools

Procore

Monday CRM

Sage Intacct

Microsoft Excel

Job description

Job Overview

The Construction Coordinator is responsible for assisting Project Managers and/or Superintendents in coordinating the activities of a project. Working directly with the PM or APM, the Construction Coordinator is expected to take on any/all tasks to assure the project runs smoothly. The ideal candidate will have 1-3 years of construction experience and is familiar with Procore, Monday CRM, Sage Intacct and Microsoft Excel.

Primary Responsibilities

Procurement & Buyout

• Solicit bids from subcontractors, suppliers, and vendors.
• Issue Requests for Quotes (RFQs) and obtain competitive pricing.
• Prepare bid comparison spreadsheets and evaluate vendor and subcontractor proposals.
• Assist Project Managers with subcontractor and supplier selection.
• Prepare and process purchase orders.
• Track procurement schedules, committed purchases, and material requirements.
• Identify and monitor long-lead materials and equipment.
• Coordinate material and equipment deliveries with Project Managers, Superintendents, and field personnel.
• Assist with value engineering and identify potential cost-saving opportunities.
• Maintain accurate procurement and buyout logs.

Project Management Support

• Assist the Project Manager and Assistant Project Manager throughout all phases and aspects of assigned projects.
• Provide day-to-day administrative and coordination support to Project Managers and other members of the management team.
• Participate in project kickoff meetings and assist with project startup activities.
• Coordinate procurement activities with the Project Manager, Assistant Project Manager, Superintendent, and other project stakeholders.
• Assist the PM/APM in developing, maintaining, and distributing overall project schedules and short-interval schedules.
• Monitor procurement and documentation activities for potential impacts to the project schedule and promptly communicate concerns.
• Keep field team members, including the Superintendent, informed and appropriately involved in project coordination and decision-making.
• Maintain a proactive approach to problem-solving and follow through on assigned project responsibilities.

Project Documentation & Procore Administration

• Utilize Procore and other project management software to maintain accurate project documentation and facilitate communication among project stakeholders.
• Maintain organized and current electronic and physical project files.
• Receive, organize, maintain, distribute, and process contract documents with clients, owners, subcontractors, and vendors.
• Ensure subcontractors and field personnel have access to current scopes of work, schedules, drawings, specifications, and other applicable project information.
• Maintain project logs and update project status information as required.
• Demonstrate exceptional attention to detail and accuracy when entering, maintaining, and distributing project information.

RFIs, Submittals & Project Communication

• Draft, submit, distribute, and track Requests for Information (RFIs) as directed by the Project Manager.
• Monitor outstanding RFIs and follow up as necessary to support timely responses.
• Receive, process, distribute, and track project submittals.
• Pursue outstanding submittals and coordinate with subcontractors, vendors, Project Managers, and design professionals as required.
• Review submittal documentation for conformity with project plans, specifications, and administrative requirements, escalating technical discrepancies to the appropriate project team member.
• Maintain accurate RFI and submittal logs within Procore or other designated project management systems.

Meetings & Coordination

• Coordinate and assist with project kickoff, pre-installation, subcontractor, owner, and other project meetings as assigned.
• Prepare meeting agendas and assemble required supporting materials and documentation.
• Distribute meeting materials to appropriate participants.
• Document meeting outcomes, action items, and follow-up requirements as directed by the Project Manager.
• Track assigned action items and follow up with responsible parties to support timely completion.

Vendor & Subcontractor Management

• Maintain an accurate and qualified vendor and subcontractor database.
• Develop and maintain professional relationships with suppliers, vendors, and subcontractors.
• Obtain and maintain Certificates of Insurance (COIs), bonds, and other required vendor and subcontractor documentation.
• Ensure contracts, insurance, bonds, and required documentation are current and received before subcontractors perform work on site.
• Follow up on missing, expired, or incomplete documentation and elevate unresolved issues to the Project Manager.
• Track vendor and subcontractor performance and assist in resolving supplier or subcontractor issues.
• Promote positive subcontractor and vendor relations by interacting professionally, consistently, and fairly with all parties.

Subcontract Administration

• Prepare subcontract agreements and related documentation.
• Route subcontracts and other agreements for review and execution.
• Track executed and outstanding agreements and maintain current subcontract logs.
• Coordinate subcontract modifications, change documentation, and related administrative requirements.
• Verify subcontract compliance with company and project requirements.
• Maintain current scopes of work and distribute revisions to appropriate project stakeholders.
• Coordinate with Project Managers, accounting personnel, subcontractors, and vendors to resolve contract documentation issues.

Cost Control & Job Cost Support

• Compare subcontractor, supplier, and vendor pricing against project budgets.
• Monitor committed costs and assist with project cost tracking.
• Assist with buyout reporting and forecasting efforts.
• Identify and communicate potential cost-saving and value-engineering opportunities.
• Assist with job cost coding and ensure purchase orders and commitments are assigned appropriately.
• Maintain accurate procurement, commitment, and cost-control logs.
• Coordinate with Sage accounting and other company financial systems as required.

Scheduling & Material Coordination

• Maintain procurement schedules in coordination with the overall project schedule.
• Identify critical and long-lead materials, equipment, submittals, and procurement activities.
• Monitor lead times and communicate potential schedule impacts to the Project Manager and Superintendent.
• Coordinate material delivery requirements with field personnel.
• Distribute current short-interval and overall project schedules to appropriate subcontractors and stakeholders.
• Follow up with vendors and subcontractors regarding delivery dates and outstanding procurement commitments.

Compliance & Risk Management

• Ensure procurement and project administration activities comply with company policies and procedures.
• Verify subcontractor and vendor insurance requirements.
• Track Certificates of Insurance, bonds, lien waivers, contracts, and other required compliance documentation.
• Follow up proactively on missing or expired compliance documents.
• Maintain complete and audit-ready procurement and project files.
• Support internal and external audit requests as needed.
• Escalate compliance concerns to the Project Manager or appropriate management personnel.

Punch List & Project Closeout

• Distribute punch lists to subcontractors and other responsible parties.
• Track punch-list items and follow up as necessary to support timely completion.
• Collect, organize, review, and assemble required project closeout documentation.
• Coordinate warranties, certifications, operation and maintenance manuals, as-built documentation, and final compliance documents.
• Identify deficiencies or missing closeout documentation and work directly with subcontractors and vendors to obtain corrections.
• Maintain closeout logs and communicate outstanding items to the Project Manager.
• Support timely and complete administrative closeout of assigned projects.

Client & Team Relationships

• Build and maintain positive relationships with clients through responsiveness, professionalism, and consistent follow-through.
• Reinforce the company's commitment to exceptional client service.
• Develop effective working relationships within the project team and throughout the company.
• Communicate effectively with Project Managers, Assistant Project Managers, Superintendents, accounting personnel, subcontractors, vendors, clients, and other stakeholders.
• Work cooperatively with team members to achieve shared project goals and organizational objectives.
• Promote professional, fair, and positive relationships with subcontractors and vendors.

Performance & Professional Expectations

• Maintain a positive and professional approach to daily tasks and responsibilities.
• Exhibit a strong work ethic, enthusiasm, and commitment to delivering high-quality results.
• Demonstrate exceptional attention to detail and accuracy in all aspects of procurement and project administration.
• Consistently demonstrate initiative, accountability, and a sense of urgency.
• Complete assignments thoroughly, accurately, and within established deadlines.
• Anticipate project needs and proactively identify potential issues before they affect cost, schedule, compliance, or project execution.
• Take ownership of assigned responsibilities and follow issues through to resolution.
• Prioritize competing responsibilities effectively in a fast-paced construction environment.
• Communicate potential problems, delays, or documentation deficiencies promptly to the appropriate project team members.
• Support a collaborative, solutions-oriented project environment focused on successful project delivery.

Qualifications

• Associate's or Bachelor's degree in Construction Management, Business, Supply Chain, Engineering, or related field preferred.
• 3–5 years of construction procurement, purchasing, estimating, or project coordination experience.