Construction Project Coordinator (Rochester, NY)

Livingston Associates; City of Rochester (NY); On-site; USD 34,000 - 44,000; Full time

Benefits offered by this job

Health, Dental and Vision plan coverag

401k retirement plan

Paid time off, sick time and holidays

Training opportunities

Job summary

Livingston Associates is seeking a Construction Project Coordinator in Rochester, NY to support project managers and branch operations. The role focuses on administrative duties across the project lifecycle, including submittals, RFIs, and cost events, with emphasis on accurate logs and timely documentation.

The position is full-time, temporary to permanent, offering opportunities to engage with contractors, subcontractors, and vendors while maintaining confidential project records and insurance

Qualifications

• 2+ years of experience in project administration, office administration, accounting administration, or a related field.
• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks and deadlines.
• Excellent written and verbal communication skills with a high level of professionalism.

Responsibilities

• Provide administrative support to Project Managers throughout the project lifecycle.
• Collaborate with Project Managers on accurate project logs, schedules, cost reports, contract documents.
• Coordinate project-related documentation with vendors, subcontractors and stakeholders.
• Assist with contracts, insurance documentation, and closeout processes.
• Prepare, proofread, and coordinate submission of bid documents and quotes.

Education

Associate degree preferred

Tools

Bluebeam

Construction PM software

Job description

Construction Project Coordinator (Rochester, NY)

Livingston Associates has partnered with established electrical company, made up of highly skilled, capable individuals who are looking to add a construction project coordinator to their growing team!

This will be a full time, temporary to permanent opportunity in Rochester, NY.

Position Summary

This role plays an important part in maintaining accurate records, supporting project teams and branch operations, and ensuring administrative processes are completed accurately, timely, and efficiently.

Project Administration – 50%

• Provide administrative support to Project Managers throughout the project lifecycle, submittals, RFIs, proposals, change orders, cost events, and other project requirements.
• Collaborate with Project Managers on accurate project logs, schedules, cost reports, contract documents, and other project records.
• Coordinate project-related documentation and technical materials with Project Managers, vendors, subcontractors, and other project stakeholders.
• Assist Project Managers with contracts and insurance related documentation.
• Create subcontract agreements and manage contracts, NDAs, change orders, purchase orders, and related documentation.
• Maintain internal and subcontractor insurance certificates and coordinate annual renewals.
• Support project closeout processes, including collecting required documentation and assembling project closeout packages.
• Assist with project reporting, including projected cost reports, schedules, status reports, manpower reporting, and other management reports.
• Coordinate bonding requirements and documentation, including bid, payment, performance, maintenance, and change order bonds.
• Prepare, proofread, coordinate the submission of bid documents, qualification forms, quotes, and quote letters.
• Collect, compile, and organize information from Project Managers and Estimators for weekly management reporting and review.

Accounting Administration – 25%

• Process and track vendor and customer invoices, including invoice preparation, coding, entry, approval, payment verification, and follow-up.
• Manage accounts payable activities, including vendor statement reconciliation, discrepancy resolution, payment terms, and maintaining accurate account records.
• Support project cost coding and tracking and reconcile financial discrepancies.

Operational Support – 25%

• Maintain office supplies and coordinate replenishment.
• Manage incoming and outgoing mail and deliveries, including sorting and distributing mail, and coordinating outgoing shipments.
• Answer the main office door and greet visitors, vendors, and deliveries.
• Coordinate internal and external company events, including luncheons, trainings, and other activities.

Qualifications

• 2+ years of experience in project administration, office administration, accounting administration, or a related field.
• Associate degree preferred, but equivalent education and experience will be considered.
• Construction industry experience preferred, particularly experience supporting construction projects, contractors, subcontractors, or project management teams.
• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks and deadlines.
• Excellent written and verbal communication skills with a high level of professionalism and attention to detail.
• Comfortable working in a fast-paced environment where priorities may shift and multiple projects require attention simultaneously.
• Experience with Bluebeam and/or construction project management or accounting software preferred.
• Ability to maintain confidentiality and exercise sound judgment when handling financial, project, and company information.

Compensation

• $25.00-$32.00 per hour based on experience

Benefits

• Health, Dental and Vision plan coverages
• 401k retirement plan
• Paid time off, sick time and holidays
• Training opportunities