Landscape & Pool Construction Project Coordinator

Oxbowplc; Napa (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Oxbow PLC is seeking a Project Coordinator to support our landscape and pool construction teams across residential projects in the Bay Area. You will assist with documentation, proposals, contracts, permits, RFIs, change orders, procurement, scheduling, and closeout activities, while maintaining orderly files and clear client communication.

Ideal candidates are highly organized, detail-oriented, and able to manage multiple active projects in a fast-paced environment.

Qualifications

• Previous experience supporting landscape construction, pool construction, general construction, architecture, engineering, or a related construction environment is strongly preferred.
• Knowledge of construction terminology, documentation, and project workflows.
• Experience with permits, submittals, RFIs, change orders, purchase orders, or construction closeout documentation is preferred.
• Associate degree preferred; relevant construction experience may be substituted.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize responsibilities and support multiple projects simultaneously.
• Ability to work independently while contributing to a collaborative team environment.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Experience with construction software such as Procore, Bluebeam, Autodesk Forma, or AutoCAD is preferred.

Responsibilities

• Provide administrative and operational support to Project Managers, Pre-Construction, and field teams.
• Assist with proposals, estimates, bid packages, contracts, project presentations, and client correspondence.
• Coordinate project startup documentation and assist with project handoff meetings.
• Maintain accurate project files and documentation in company software and electronic filing systems.
• Track permits, submittals, requests for information (RFIs), change orders, and closeout documentation.
• Schedule project meetings, site visits, inspections, and other project-related appointments.
• Prepare meeting agendas, meeting minutes, and follow-up action-item lists.
• Communicate professionally with clients, vendors, subcontractors, consultants, inspectors, and internal team members.
• Assist with procurement, material tracking, purchase orders, and vendor coordination.
• Monitor project schedules, deadlines, and critical milestones.
• Coordinate the distribution of plans, specifications, contracts, and other project documents.
• Support project billing, invoicing documentation, and administrative reporting.
• Assist in maintaining document-control procedures and accurate project records.
• Occasionally visit active construction sites to assist with project coordination.
• Maintain the confidentiality of company, employee, client, and project information.
• Perform other duties and special projects as assigned.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Independent work

Team collaboration

MS Office

Procore

Bluebeam

AutoCAD

Reading construction plans

Education

Associate degree preferred

Tools

Procore

Bluebeam

Autodesk Forma

AutoCAD

Job description

Oxbow PLC is seeking a Project Coordinator to support our landscape and pool construction teams across residential projects in the Bay Area. You will assist with documentation, proposals, contracts, permits, RFIs, change orders, procurement, scheduling, and closeout activities, while maintaining orderly files and clear client communication.

Ideal candidates are highly organized, detail-oriented, and able to manage multiple active projects in a fast-paced environment.