Design–Construction Coordinator | Hybrid Role with Unlimited PTO

Living With Lolo; Scottsdale (AZ); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

Unlimited PTO

Flexible hours

Wellness reimbursement

401(k) with company match

Job summary

Living with Lolo in Scottsdale is seeking a Design-Construction Coordinator to serve as the hub between design and construction. You will manage paperwork, status tracking, and handoffs, keeping orders, deliveries, selections, and project records current across Buildertrend, Airtable, client portal, Google Drive, and AI tools.

Reporting to the Director of Construction, you will coordinate procurement, deliveries, samples, shop drawings, site logistics, and weekly status updates, enabling

Qualifications

• 2+ years in design or construction administration, procurement, or project coordination (residential design-build preferred).
• Exceptional organization and follow-through across many projects, vendors, and deadlines.
• Experience with Buildertrend, Airtable, or similar project management tools.
• Comfort reading drawings, specs, quotes, and purchase orders.
• Clear, professional written communication with vendors, trades, and clients.
• Detail-oriented, with the judgment to know when to elevate.
• Comfort using AI tools to draft, track, and follow up.
• Valid driver's license, reliable vehicle, and ability to lift packages for site, warehouse, and delivery runs.

Responsibilities

• Procurement and Orders: Place approved material orders from finalized selections and quotes; Enter purchases in Airtable and track from confirmation to delivery; Issue lighting purchase orders and monitor through delivery; Follow up with vendors on ETAs, backorders, and delays; Flag ETA changes and backorders to leadership; Monitor inboxes and keep shipping/ETA information current.
• Deliveries, Receiving & Returns: Schedule deliveries and receiver drop-offs based on ETAs and site readiness; Track materials on site and in the warehouse against purchase orders; Check in new items at the HQ and match to projects in Airtable; Schedule trade-material deliveries to site ahead of installs; Document damaged items and manage vendor claims and RMAs; Run material returns at closeout and log in Airtable.
• Selections, Samples & Shop-Drawing Logs: Maintain selections register with lead times; Track samples and shop drawings through submission, design review, and client approval; Keep a dated record of approvals for instant history; Send reminders on open selections and elevate overdue items; Collect COIs, workers' compensation docs, and W-9s from trades; Track insurance expirations and request updated certificates; Add new subcontractors/vendors to Buildertrend with docs; Send lien waivers and track signatures at payment milestones.
• Buildertrend, Airtable & Project Documentation: Set up new jobs in Buildertrend with naming/access; Upload elevations, specs, quotes, and design docs; Prepare build books and site documents; Maintain Buildertrend docs so plans stay current; Prepare permit paperwork and track permits; Coordinate site setup logistics and QR codes; Upload change orders and track client signatures; Archive project files in Google Drive at closeout.
• Client Communication Support: Send routine client communications (schedules, portal invites, notices); Draft status updates for leadership; Keep client portal current with client-facing information; Route client questions to the right owner the same day.
• Closeout, Punch & Warranty Admin: Enter punch items and track to completion; Assemble closeout packets (manuals, warranties, maintenance); Schedule job recap meetings and track follow-ups; Coordinate closeout touchpoints with Operations + Client Experience.
• Weekly Status Reporting: Publish Monday status for active projects; Surface exceptions to CEO with next steps; Keep Buildertrend and Airtable synchronized for consistent status; Ensure teams spend time on design, field, and client work.

Skills

Organization

Follow-through

Buildertrend

Airtable

Tools

Buildertrend

Airtable

Job description

Living with Lolo in Scottsdale is seeking a Design-Construction Coordinator to serve as the hub between design and construction. You will manage paperwork, status tracking, and handoffs, keeping orders, deliveries, selections, and project records current across Buildertrend, Airtable, client portal, Google Drive, and AI tools.

Reporting to the Director of Construction, you will coordinate procurement, deliveries, samples, shop drawings, site logistics, and weekly status updates, enabling