Construction Project Coordinator - Organized Admin

Tech9; Town of Hamburg (NY); On-site; USD 36,000 - 39,000; Full time

Job summary

Hamburg Overhead Door, Inc. in Western New York is seeking a motivated Project Coordinator to help manage projects, coordinate communication, and keep work on schedule.

The role requires strong organizational, problem-solving and follow-through skills, with experience in construction or bid support. Proficiency with Microsoft Office and Google Workspace is essential, and occasional travel may be required.

Qualifications

• High school diploma or equivalent required.
• Three or more years of administrative, project coordination, construction-office, estimating-support, or related experience.
• Experience in construction, project coordination, contractor compliance, or bid support preferred.
• Experience reviewing contracts, specifications, architectural drawings, or other construction documents preferred but not required.
• Strong organizational, analytical, problem-solving, and follow-through skills.
• Ability to prioritize competing demands, adjust plans when conditions change, and meet established deadlines with a high degree of accuracy.
• Strong written, verbal, listening, and customer-service skills.

Responsibilities

• Manage insurance certificate requests and coordinate required revisions with approved internal and external contacts.
• Prepare and coordinate bid bond requests in accordance with established review and approval procedures.
• Coordinate billing documentation for stored commercial materials, including required insurance documentation and photographs.
• Coordinate, process, track, and file Commercial, Residential, and Outside Sales contractual agreements following the required management review or approval.
• Prepare and maintain safety agreements and project-specific safety plans using approved company templates, contract requirements, and established procedures.
• Review bid boards and paid bid sites for new project opportunities.
• Review new invitations to bid, route opportunities to the appropriate estimator or manager for direction, and prepare and distribute the bid list with applicable project documentation.
• Answer customer questions within the scope of the position, follow up on outstanding bid requests, and promptly route technical or contractual questions to the appropriate employee.
• Prepare and process Commercial, Residential, and Outside Sales submittals, project closeouts, and owner contact forms.
• Maintain Planned Maintenance documentation, schedules, contact information, and expiring warranty letters.
• Maintain the weekly follow-up sheet and update projections for department meetings.
• Prepare monthly project statistics, including awarded, submitted, and ordered job percentages, and track monthly bid request volume.
• Review project statuses, maintain current project schedules, and follow up on missing information or approaching deadlines.
• Update project files with executed agreements and other required documentation so billing and project processing can proceed.
• Prepare and distribute requested Certificates of Insurance (COIs) and maintain related records.
• Maintain electronic project files, server documents, estimates, and status information in Total Service and other approved systems.
• Maintain current manufacturer brochures, Operations & Maintenance (O&M) documents, and warranty information.
• Complete contractor prequalification requirements using approved safety, project-completion, insurance, and financial information.
• Maintain company information across contractor, bid, compliance, and project-management platforms.
• Assist with identifying materials for Commercial Service tickets and quoting requests under the direction of an estimator or project manager.
• Create Commercial Service tickets, Sales tickets, field-verification tickets, and scheduled job orders as assigned.
• Monitor and respond to assigned emails and voicemails for absent project managers, escalating urgent matters promptly.
• Create flyers and promotional materials for outside events as needed.
• Perform other related duties and responsibilities as assigned.

Skills

Organizational skills

Analytical skills

Problem-solving

Follow-through

Prioritization

Communication skills

Confidentiality

Independent & collaborative work

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Sheets

Google Docs

Google Forms

Total Service

Bid platforms

Contractor portals

Job description

Hamburg Overhead Door, Inc. in Western New York is seeking a motivated Project Coordinator to help manage projects, coordinate communication, and keep work on schedule.

The role requires strong organizational, problem-solving and follow-through skills, with experience in construction or bid support. Proficiency with Microsoft Office and Google Workspace is essential, and occasional travel may be required.