On-Site Project Coordinator - Construction Admin

Apic Solutions, Inc.; Tempe (AZ); On-site; USD 52,000 - 64,000; Full time

Job summary

APIC Solutions is seeking an organized Project Coordinator for Tempe, AZ to support project and program management activities. You will handle weekly financial reporting, contract management, project documentation, and administrative duties, collaborating with project managers, accounting, and customers to keep projects compliant and on track.

You will open jobs in Spectrum, manage budgets, invoices, records, and reporting, ensuring timely, accurate data and smooth coordination across teams.

Qualifications

• High school diploma or GED required.
• Significant contract or administrative experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Preferred: Bachelor's degree; experience in construction, fire protection, or billing/contract administration; familiarity with Spectrum.

Responsibilities

• Open all jobs and work orders in Spectrum and set up new customers and job folders.
• Review contracts and subcontracts for admin requirements and documentation.
• Set up budgets and enter budget data into the accounting program.
• Enter invoices, receipts, charges, and other costs into Spectrum with accuracy.
• Maintain WIP logs and coordinate with managers for completion.
• Prepare prime/subcontract submittals and copies of materials used on jobs.
• Submit required material/equipment copies to primes or state agencies and track approvals.
• Assemble project closeout documents (O&Ms, shop drawings, tests).
• Prepare contract compliance and management reports with accuracy and timeliness.
• Maintain project files and records; administer records management program.
• Prepare project billings and send invoices to customers from managers' data.
• Prepare and track purchase orders, invoices, and related forms; maintain PO roster.
• Prepare and track bond requests.
• Resolve payment issues with customers.
• Administer job costing and cost-to-complete meetings with managers.
• Track change orders and coordinate meetings between managers and APIC teams.
• Record meeting notes and maintain Outlook calendar; coordinate meetings with other APIC teams.
• Assist in resolving customer questions; send service surveys and represent APIC at meetings.

Skills

Contract administration

Administrative coordination

MS Office

Education

High school diploma or GED

Bachelor's degree

Tools

Spectrum

Job description

APIC Solutions is seeking an organized Project Coordinator for Tempe, AZ to support project and program management activities. You will handle weekly financial reporting, contract management, project documentation, and administrative duties, collaborating with project managers, accounting, and customers to keep projects compliant and on track.

You will open jobs in Spectrum, manage budgets, invoices, records, and reporting, ensuring timely, accurate data and smooth coordination across teams.