Construction Project Documentation Specialist

AD Morgan Corporation; Tampa (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

AD Morgan Corporation is seeking a Project Coordinator to provide administrative and operational support on construction projects. You will help manage documentation, ensure compliance, and assist project managers and field teams by coordinating information with subcontractors and suppliers.

This role combines onsite work at the jobsite with in-office tasks, emphasizes organization, timely reporting, and effective communication.

Qualifications

• High School Diploma or GED.
• 0‑2 years of experience in the construction industry.
• Or equivalent combination of education and experience.
• Experience with Procore (Preferred)

Responsibilities

• Actively participates in all aspects of the project-specific safety plan and culture.
• Collects, processes, inputs, organizes and files data and documentation from various sources and stakeholders as requested by project management team and/or as warranted by established business processes, in order to support the administrative, documentation, data, reporting, compliance and communications needs of projects.
• Processes information within specific timeframes in order to maintain efficiency and timeliness of documentation, submissions, communications and reporting.
• Organizes information into standard formats and reports in various systems and locations such as the project dashboard, Acumatica, etc.
• Coordinates electronic submission of project documentation. Prepares routine correspondence (such as letters, emails, meeting notes and proposals) and reviews outgoing materials for conformance with best practice standards and formats.
• Takes meeting minutes during meetings and coordinates onsite events.
• May support 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, with deliverables such as issuing bond memos, setting up subcontractors in project management systems, granting system and dashboard access to stakeholders, preparing and organizing various components of the contracts and processing final contract documentation.
• 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 and monitors and/or collaborates with project accounting to ensure necessary documentation (such as insurance certificates, bonds, lien waivers, affidavits, etc.) meets compliance requirements before releasing checks to contractors.
• Contributes to effective, accurate, organized and timely access to information and communications by all stakeholders throughout the project. Key deliverables include creating and updating contact information and distribution lists, creating agendas and meeting notes, collecting and recording various project and compliance documents (such as insurance certificates, certified payrolls, affidavits, performance and payment bonds, etc.) and generating various reports, emails and letters.
• Processes and distributes incoming communications (e.g., mail, email, fax) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Provides timely and effective communication via email, telephone, etc. to internal staff and external customers and subcontractors.
• May receive and direct incoming telephone calls and visitors.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Shares subject matter expertise in order to support teamwork and deliver results.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
• This role involves a combination of onsite work at the construction jobsite and in-office responsibilities, depending on project needs.

Skills

Excellent written and verbal comms

Time Management

Attention to detail

Adaptability and Flexibility

Education

High School Diploma or GED

Tools

Microsoft Excel

Outlook

Word

Job description

AD Morgan Corporation is seeking a Project Coordinator to provide administrative and operational support on construction projects. You will help manage documentation, ensure compliance, and assist project managers and field teams by coordinating information with subcontractors and suppliers.

This role combines onsite work at the jobsite with in-office tasks, emphasizes organization, timely reporting, and effective communication.