Division Coordinator

Westland Construction, Inc.; Orem, Northern (UT, KY); Hybrid; USD 42,000 - 66,000; Full time

Job summary

Westland Construction, Inc. is seeking a Division Coordinator to manage clerical and administrative functions ensuring projects stay on time and within budget. You will oversee all jobs within the division and support the Division Director.

Responsibilities include setting up new project files in Procore, maintaining schedules, coordinating meetings, collecting documents, and generating monthly reports. The role requires strong communication, organization, and the ability to learn new software

Qualifications

• High School Diploma or equivalent.
• 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.

Responsibilities

• Set up new project files in Procore.
• Update substantial completion dates through project duration.
• Assist with adding new vendors/users in Procore.
• Enter and maintain critical project file information.
• Issue and modify subcontracts & update compliance.
• Maintain change management tracking and issue change orders.
• Maintain project documentation and reporting forms.
• Coordinate internal project team meetings and take notes.
• Track and update compliance items.
• Compile monthly reports for Division Director.
• Collect W-9s and contractors licenses for new subcontractors.
• Other duties as assigned.

Skills

Communication

Interpersonal skills

Organizational skills

Time management

Construction terminology

Self-starter

Multi-project coordination

Learning software quickly

Microsoft Office

Education

High School Diploma

2+ years of admin experience

Construction admin experience

Tools

Procore

Office software (MS Office)

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.