Construction Services Studio Coordinator

Jobtailor; Kalamazoo (MO, MI); On-site; USD 38,000 - 60,000; Full time

Job summary

Jobtailor is seeking a Construction Administrative professional to coordinate project documentation, maintain schedules, and support the business development team. You will handle contracts, certifications, and communications across project teams, using AIA software and Procore-like tools.

This role requires attention to detail and the ability to work with evolving priorities. Based in Missouri, the position emphasizes accurate records, quality control, and cross-team collaboration to ensure

Qualifications

• High school diploma required; associate/bachelor preferred.
• At least two years of relevant office experience.
• Strong communication, prioritization, and organization.
• Must obtain Real ID or Passport for travel; valid driver’s license.
• Experience with Procore or similar construction software.

Responsibilities

• Coordinate administration documentation and project correspondence.
• Maintain project schedules, action item logs, and document control procedures.
• Manage client contact information and maintain project files.
• Support business development with project records and proposals if needed.
• Assist project startup activities and process development for collaboration and timely delivery.
• Prepare contracts using AIA software and consultant agreements.
• Track, organize, and file insurance certificates, contracts, and modifications.
• Finalize project specs using SpecsIntact, SpecLink, and Masterspec.
• Track submittals, shop drawings, and RFIs.
• Assist with site visits, field reports, and meeting documentation.
• Support closeout activities including warranties, manuals, and final records.
• Assist with safety program administration.
• Collaborate with leadership to ensure accuracy and quality of project information.

Skills

Communication

Multitasking

Organization

Independent work

Attention to detail

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Microsoft Office 365

Bluebeam Revu

Document management systems

Procore or similar construction software

Job description

Key Responsibilities

• Coordinate construction administration documentation and project correspondence.
• Assist project teams with maintaining project schedules, action item logs, and document control procedures.
• Manage client contact information and maintain project files.
• Support the business development team in maintaining project records, gathering information, and developing proposals if needed.
• Support project startup activities, including project setup, team coordination, resource organization, and development of processes that promote collaboration and timely project delivery.
• Prepare contracts using American Institute of Architect (AIA) software and consultant agreements.
• Track, organize, and file certificates of insurance, contracts, and modifications.
• Finalize project specification/project manuals using SpecsIntact, SpecLink, and Masterspec software.
• Track and process submittals, shop drawings, and Requests for Information (RFIs).
• Assist with coordination of site visits, field reports, and construction meeting documentation.
• Support project closeout activities, including collection and organization of warranties, as-built documents, operation and maintenance manuals, and final project records.
• Support implementation and administration of construction safety program requirements.
• Collaborate with the Director of Construction Services, Construction Administrators, Project Managers, and other team members to ensure that all project information is accurate and meets the quality requirements.

Requirements

• Degree Required: High School Diploma
• Preferred: Associate's or Bachelor's degree
• Minimum of two years of relevant office experience
• Demonstrated ability to communicate effectively, manage multiple priorities, and maintain strong organizational systems
• Demonstrated ability to work independently, exercise sound judgment, and navigate evolving priorities and ambiguous situations
• Must have or be able to obtain and maintain a Real ID or Passport for commercial airfare travel
• Must have or be able to obtain and maintain a valid driver's license
• Preferred: USACE Construction Quality Management for Contractors (CQM-C) and Construction Specifications Institute Construction Documents Technologist (CSI-CDT) certifications are valued
• Preferred: Previous experience in an architecture, engineering, construction, or related professional service firm.
• Required Technical Skills: Microsoft Office 365, Bluebeam Revu, document management systems, Procore or similar construction management software

Certifications & Qualifications

• Real ID
• valid driver's license
• USACE Construction Quality Management for Contractors (CQM-C)
• Construction Specifications Institute Construction Documents Technologist (CSI-CDT)