Division Coordinator

Westland Construction Inc; Orem (UT); On-site; USD 45,000 - 65,000; Full time

Job summary

Westland Construction Inc. seeks a Division Coordinator to manage clerical and administrative tasks for a company division, ensuring projects stay on schedule and on budget. The role supports project teams, tracks compliance, and maintains documentation using Procore and MS Office.

The position requires strong communication, organization, and time-management skills, with experience in construction administration and the ability to work independently.

Qualifications

• High School Diploma required.
• 2+ years of high-level administrative responsibilities.
• Experience managing a division is a plus.
• Prior construction industry experience preferred.

Responsibilities

• Set up new project files in Procore.
• Update project milestones and completion dates.
• Add vendors/users in Procore and maintain contact records.
• Enter and maintain critical project information.
• Issue and modify subcontracts and ensure compliance.
• Track change orders and manage change documentation.
• Maintain project documentation and reporting forms.
• Coordinate internal project team meetings and take notes.
• Track compliance items across projects.
• Compile monthly division reports for the Division Director.
• Collect W-9s and contractor licenses for new subcontractors.
• Perform other duties as assigned.

Skills

Communication

Interpersonal skills

Organization

Time management

Construction terminology

Independent work

Multitasking

Software learning

MS Office

Education

High School Diploma

2+ years experience in similar role

Job description

Under the direction of the Division Coordinator Manager, the Division Coordinator is responsible for various clerical and administrative functions ensuring projects are delivered on time and within budget requirements. This position oversees the administrative functions of all jobs within a company division.

Duties/Responsibilities

• Setting up new project files in Procore
• Updates substantial completion dates through duration of project
• Assists with adding new vendors/users in Procore
• Enters and maintains critical project file information
• Issues and modifies subcontracts & update compliance
• Maintain change management tracking and issue change orders
• Maintains project documentation and reporting forms
• Coordinates internal project team meetings and takes notes
• Track and update compliance items
• Compile monthly reports for Division Director
• Collect W-9’s and contractors licenses for new subcontractors
• Other duties as assigned

Required Skills/Abilities

• Effective and professional communication with clients, subcontractors, and management team
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Solid understanding of construction terminology and processes
• Self-starter, someone who takes initiative and can work independently
• Ability to manage multiple large-scale projects simultaneously
• Ability to quickly learn and understand new software
• Proficient with Microsoft Office Suite

Education and Experience

• High School Diploma
• Two or more years’ experience in a similar role, or proven ability to manage an entire division.
• Two years’ experience of high-level administrative responsibilities
• Prior experience in the construction industry preferred

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.