Construction Project Coordinator: Bids, Docs & Compliance

JE Dunn; Nashville (TN); On-site; USD 50,000 - 65,000; Full time

Job summary

JE Dunn Construction is seeking a Project Coordinator to provide routine administrative support to the internal and external project management team. The role focuses on collecting, processing, organizing, and filing data to support documents, reports, and compliance across projects.

You will manage bid invitations, specifications, subcontracts, dashboards access, and various project communications, while ensuring timely and accurate information flows.

Qualifications

• 2+ years administrative or clerical support experience (Required).
• 2+ years construction project support experience (Preferred).
• Must be able to lift up to 10 pounds.
• May require periods of travel.
• Must be willing to work non-traditional hours to meet project needs.
• Normal office environment, but may be exposed to extreme conditions (hot or cold).
• Frequent activity: Sitting, Viewing Computer Screen.

Responsibilities

• Utilizes responsibility matrix (WorkSmart) to ensure alignment with ongoing business process improvement efforts, supporting full project lifecycle.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team in accordance with established business processes.
• Processes information within specific timeframes in order to maintain efficiency and timeliness.
• Provides timely and effective communication to internal and external stakeholders.
• Supports project management during the bidding process, with deliverables such as creating bid invitations, preparing specifications documents, addressing regulatory and compliance requirements and creating, tracking and following up on bid communications.
• Supports project management during the award process by; issuing and/or preparing bond memos; setting up, issuing, and fully executing subcontracts; system access to dashboards.
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, CMiC, electronic signature tools, etc. Maintains documents per established file structure.
• Coordinates submission of project documentation per project requirements. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Creates and distributes potential change items (PCIs) and requests for information (RFIs). Follows up as needed to include pricing efforts and distribution of change orders.
• Supports project management with project deliverables, such as managing information on the project dashboard and electronically processing various documents (such as submittals, pay applications, bills of sale, compliance documentation, requests for information and change documents).
• Tracks, monitors and/or collaborates with internal stakeholders to ensure necessary documentation meets compliance requirements before releasing payments to subcontractors.
• May receive and direct incoming telephone calls and visitors or provide additional administrative support to other functions to help meet business and staffing needs.
• Shares subject matter expertise to support teamwork and deliver results.
• Utilizes discretion and integrity with highly confidential and sensitive information.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.

Skills

MS Office

Communication

Organizational skills

Team collaboration

Critical thinking

Attention to detail

Adaptability

Education

High School Diploma or GED

Tools

CMiC

Electronic signature tools

Job description

JE Dunn Construction is seeking a Project Coordinator to provide routine administrative support to the internal and external project management team. The role focuses on collecting, processing, organizing, and filing data to support documents, reports, and compliance across projects.

You will manage bid invitations, specifications, subcontracts, dashboards access, and various project communications, while ensuring timely and accurate information flows.