Construction Project & Office Coordinator

The Vasco Group; Columbia, Northern (SC, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

The Vasco Group in Columbia, SC is seeking a Project and Office Coordinator to provide day-to-day administrative and project support for the local office and field operations. You will serve as the primary administrative liaison between the local office and centralized shared-service teams.

You will help gather information, maintain project documentation, and ensure centralized processes run smoothly in a fast-paced construction environment.

Qualifications

• 2+ years of experience in office administration, project administration, construction administration, or a similar role preferred.
• Experience in construction, contracting, or related industry strongly preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to learn and utilize company systems and project management software.
• Ability to work independently while coordinating effectively with Corporate and local teams.
• Professional, dependable, and service-oriented approach.

Responsibilities

• Serve as the primary administrative point of contact for the local office.
• Manage general office administration, including phones, mail, supplies, filing, and office organization.
• Coordinate local vendors and service providers as needed.
• Maintain organized physical and electronic office records.
• Assist local employees with administrative questions and requests.
• Coordinate visitors, meetings, deliveries, and other office logistics.
• Support local management with special projects and administrative needs.
• Provide administrative support to project managers and field personnel throughout the project lifecycle.
• Assist with project setup, documentation, and closeout.
• Maintain organized project files and documentation.
• Collect and maintain contracts, purchase orders, certificates of insurance, permits, customer documentation, and other project records.
• Assist with customer and vendor documentation requirements.
• Track outstanding project administrative items and follow up with the appropriate personnel.
• Assist project managers with preparation and submission of required documentation.
• Help ensure project records are complete and maintained in accordance with company procedures.
• Serve as an administrative resource for field personnel and project managers.
• Collect and route timesheets, material tickets, delivery tickets, subcontractor documentation, and other field paperwork.
• Assist with coordinating local deliveries, equipment, materials, and other project logistics.
• Help communicate administrative requirements and deadlines to field personnel.
• Support project managers and operations leadership with day-to-day administrative needs.
• Help identify missing or incomplete documentation and coordinate follow-up.
• Serve as the local administrative liaison to Corporate Finance.
• Ensure invoices and supporting documentation are routed to the appropriate centralized finance team.
• Assist with gathering documentation needed for accounts payable, accounts receivable, payroll, and other centralized processes.
• Follow up with local personnel regarding missing financial or project documentation.
• Assist Corporate Finance with information requests related to local projects and operations.
• Maintain local administrative records required by Corporate Finance and other centralized departments.
• This position will not be responsible for performing decentralized accounting functions such as bank reconciliations, general ledger accounting, financial reporting, check issuance, or other accounting activities that are managed by Corporate Finance.

Skills

Organizational skills

Time management

Attention to detail

Written and verbal communication

Multitasking

MS Office proficiency

Independence and coordination

Service-oriented approach

Tools

Outlook

Excel

Word

Project management software

Job description

The Vasco Group in Columbia, SC is seeking a Project and Office Coordinator to provide day-to-day administrative and project support for the local office and field operations. You will serve as the primary administrative liaison between the local office and centralized shared-service teams.

You will help gather information, maintain project documentation, and ensure centralized processes run smoothly in a fast-paced construction environment.