Construction Project Coordinator

Aquent (United States); Westlake (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

Aquent is seeking an organized, detail-oriented professional to serve as the administrative and financial backbone for corporate and retail construction initiatives. You will support project managers, coordinate with cross-functional teams, manage budgets and procurement, and ensure documentation is complete and compliant.

In this role, you will help drive on-time, on-budget project delivery from planning through closeout, while maintaining meticulous records and fostering strong vendor and

Qualifications

• 3–5 years of experience in construction, project coordination, contract administration, or project support.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
• Experience with Microsoft Project or equivalent scheduling software.
• Strong document management and reporting capabilities.
• Excellent organizational skills and meticulous attention to detail.
• Strong verbal and written communication, with ability to articulate complex information clearly.

Responsibilities

• Provide administrative, financial, and project coordination support for corporate and retail construction projects.
• Serve as a central point of contact, coordinating with Project Managers, Design teams, Real Estate, Technology, Facilities, GC, consultants, and vendors.
• Support Project Managers through planning, execution, and closeout phases of construction.
• Coordinate activities and startup tasks, including vendor onboarding and document collection.
• Assist with procurement by collecting quotes and entering approved quotes into the purchasing system.
• Reconcile project budgets and costs to ensure financial accuracy.
• Maintain organized project files and records, with accessible electronic folders.
• Assist with purchase requisitions, purchase orders, work orders, and vendor agreements.
• Coordinate collection and review of vendor insurance documents for contract readiness.
• Track commitments, invoices, budgets, and expenditures; assist with pay applications and invoices.
• Support review and documentation of change orders; prepare financial reports and monitor costs.
• Track milestones, deadlines, and long-lead items; manage delivery schedules.
• Coordinate project reporting and dashboard updates for stakeholders.

Skills

Project coordination

Attention to detail

Communication

Multitasking

Problem solving

Vendor coordination

Cross-functional collaboration

Education

Bachelor's degree in Construction Management or related field

Tools

Microsoft Office

Microsoft Project

Job description

Aquent is proud to partner with a leading organization at the forefront of corporate and retail construction, dedicated to creating innovative and functional spaces. This company is renowned for its commitment to excellence, delivering high-quality projects that shape its physical presence and enhance operations. Join a team where your contributions directly support the strategic growth and operational success of diverse construction initiatives, making a tangible impact on critical infrastructure projects.

About the Role

Step into a pivotal role where your organizational prowess and keen eye for detail will drive the successful execution of dynamic corporate and retail construction projects. As a key liaison, you will be instrumental in ensuring projects are delivered safely, on schedule, and within budget, directly influencing the expansion and enhancement of our footprint. This is an exciting opportunity to become the administrative and financial backbone of our construction initiatives, providing essential support that underpins every project's success from inception to completion.

What You'll Do

• Provide comprehensive administrative, financial, and project coordination support for corporate and retail construction projects.
• Serve as a central point of contact, fostering collaboration among Project Managers, Design teams, Real Estate, Technology, Facilities, General Contractors, consultants, and vendors.
• Support Project Managers through all phases of construction, from planning and execution to closeout.
• Coordinate project activities and assist with startup tasks, including vendor onboarding and document collection.
• Facilitate procurement by assisting with quote collection and entering approved quotes into the purchasing system.
• Reconcile project budgets and costs to ensure financial accuracy.
• Maintain meticulously organized project files and records, ensuring all documentation is accurate, current, and easily accessible in electronic folders.
• Assist with the preparation and processing of purchase requisitions, purchase orders, work orders, contract amendments, and vendor agreements.
• Coordinate the collection and review of vendor insurance certificates and supporting documentation, verifying compliance before contract execution.
• Track project commitments, invoices, budget allocations, and expenditures, and assist with processing contractor pay applications and vendor invoices.
• Support the review and documentation of change orders, prepare financial reports, and monitor project costs to identify potential budget concerns.
• Track project milestones, deliverables, and critical dates, including long-lead procurement items and delivery schedules.
• Coordinate project reporting and dashboard updates to keep stakeholders informed.
• Assist with punch list tracking and resolution, and coordinate the collection of all closeout documentation, such as as-built drawings, warranties, O&M manuals, training documentation, and final lien releases.
• Support the smooth turnover of projects to Facilities and operational teams.
• Ensure strict adherence to company policies, procurement standards, audit requirements, and project management procedures.
• Track required approvals, maintain supporting documentation, and assist with project audits, compliance reviews, and vendor performance reporting.

What You'll Bring

We are looking for a highly organized and detail-oriented professional with a passion for project coordination in a fast-paced environment.

Must-Have Qualifications

• 3-5 years of experience in construction, project coordination, contract administration, or project support.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with Microsoft Project or equivalent project scheduling software.
• Demonstrated strong document management and reporting capabilities.
• Exceptional organizational skills and meticulous attention to detail.
• Strong verbal and written communication skills, with the ability to articulate complex information clearly.
• Proven ability to manage multiple priorities simultaneously in a dynamic environment.
• Strong problem-solving and analytical skills to navigate project challenges effectively.
• A customer service mindset with a collaborative approach, fostering positive relationships with internal and external stakeholders.
• Ability to work effectively with cross-functional teams and external vendors.
• Familiarity with the construction project lifecycle and project delivery processes.

Nice-to-Have Qualifications

• Bachelor’s degree in Construction Management, Engineering, Architecture, Project Management, Business Administration, or a related field.
• Experience supporting corporate interiors, retail, commercial construction, or real estate projects.
• Experience with procurement, contract management, or project management systems.