Construction Project Coordinator

International Association of Plumbing and Mechanical Officials (IAPMO); Northern (KY); On-site; USD 55,000 - 75,000; Full time

Job summary

The International Association of Plumbing and Mechanical Officials (IAPMO) is seeking a Construction Project Coordinator for on-site work in West Chester, Ohio. This role handles administrative project tasks, estimates, and coordinating with internal teams and external counterparts to ensure timely execution.

Responsibilities include coordinating communication, developing estimates with the Preconstruction Lead, managing project documentation, and tracking costs and schedules to support

Qualifications

• Coordinate administrative tasks between customers and internal teams.
• Develop estimates in collaboration with the Preconstruction Lead.
• Deliver job status updates to internal and external parties in a timely manner.
• Prepare monthly financial projections and manage billing and project costs.
• Perform accurate takeoffs and quantity surveys.
• Create a detailed Project Budget and tracking logs.
• Determine delivery dates of materials and update tracking tools.

Responsibilities

• Project Management – Coordinate the administrative tasks associated with projects, ensuring accurate and timely communication between customers and internal teams.
• Estimate – Develop estimates in collaboration with the Preconstruction Lead and ensure they align with project specifications.
• Project Communication – Deliver job status updates and critical information to appropriate parties internally and externally in a timely manner.
• Financial Oversight – Prepare monthly financial projections and manage billing, collections, and project cost forecasting processes.
• Estimating and Preconstruction – Perform accurate takeoffs and quantity surveys.
• Project Planning – Create a detailed Project Budget and track delivery dates.
• Project Coordination and Documentation – Validate information, report status, and manage submittals and logs.

Job description

Construction Project Coordinator

• Department: Project Management
• Work Model: On-site at project location
• Main location: West Chester, Ohio
• Role Type: Full-time

Job Description

The Construction Project Coordinator is responsible for executing the administrative components of a project, developing estimates, and providing accurate and detailed project information to all appropriate parties. Project Coordinators work within the BURG structure to complete preconstruction estimating and project management duties while also being the point of contact for external counterparts to communicate vital project information. The Project Coordinator's ability to engage in the Project Execution Process and anticipate and overcome project challenges to meet the goals of the BURG is essential to the company's success.

Key Responsibilities

• Project Management – Coordinate the administrative tasks associated with projects, ensuring accurate and timely communication between customers and internal teams.
• Estimate – Develop estimates in collaboration with the Preconstruction Lead and ensure they align with project specifications.
• Project Communication – Deliver job status updates and critical information to appropriate parties internally and externally in a timely manner.
• Financial Oversight – Prepare monthly financial projections and manage billing, collections, and project cost forecasting processes.

Tasks & Duties

Estimating and Preconstruction

• Perform accurate takeoffs and quantity surveys.
• Create sequence plan, logistics plan, and schedule, with agreed-upon input from Operations.
• Solicit, receive, and vet sub and supplier pricing using comparison/vetting tools.
• Create proposal(s) that include the scope covered in the estimate and convey bid strategy and win themes.
• Review the estimate in the detail required to validate scope, sequence, logistics, schedule, and sub/supplier quotes.
• Validate that the project team receives all necessary information to create an informed plan.

Project Planning

• Submit the Job Set Up Form to the Job Set Up group.
• Create a detailed Project Budget.
• Develop the plan and highlight any buy-out opportunities or risks associated with major materials and services from vendors/subcontractors.
• Create the material, sub, contract, and other tracking logs.
• Determine delivery dates of materials and services and update tracking tools.

Project Coordination and Documentation

• Validate that the project team receives all necessary information to create an informed plan.
• Deliver status of critical items and financials, ensuring the team knows whether they are winning or losing; discuss and agree on any changes needed.
• Create and execute change orders.
• Accurately estimate costs and log outstanding change orders.
• Track all outstanding information requests and submittal items, updating appropriate logs.
• Distribute incoming project information (submittals, RFIs, ASIs, shop drawings, etc.) internally and externally as required.
• Update all office-related drawings, sticks, logs, posted sets, and books with appropriate information.
• Post changes and maintain the company's record set of contract as-built drawings onsite.
• Participate in weekly customer meetings as needed throughout the project to keep information and project status updated and clearly aligned with customer expectations.
• Execute a detailed closeout for the project.
• Provide necessary as-built, warranty, special defects warranty, and other documents as needed to the customer.
• Verify accurate time and quantity submission.

Project Financials

• Prepare the monthly Management Report Financial Projection, validating current status and projecting anticipated outcomes via project information and observations.
• Organize log set-up for POs to track all logged items and submittals.
• Secure buyouts and write POs.
• Identify and submit long lead time and complex materials early in the process.
• Review all submittals to ensure compliance with plans and specifications, expediting the process, catching mistakes, and reducing risk through understanding of the products being purchased.
• Capture and organize all documentation and copies of changes, documenting final approval on all submittals.
• Provide the project team with submittal information in a timely and consistent manner.
• Document RFIs in the RFI Log.
• Review job costs daily, engaging key stakeholders when discrepancies appear.
• Accurately forecast cost at completion.
• Prevent underbilling and provide a full understanding of costs each month.
• Set up schedule of values and accurately bill for costs spent that month.
• Negotiate favorable progress payment and retention terms prior to signing contracts, in coordination with the contracts team.
• Understand local laws related to subcontractor rights regarding retention or collection and utilize relationships and information to collect payment in a timely manner where possible.