Program and Project Management - Project Coordinator - Mid-Level

Spectraforce Technologies, Inc.; Westlake (TX); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Spectraforce Technologies, Inc. is seeking a mid-level Construction Project Coordinator to provide administrative, financial, and project coordination support for corporate and retail construction projects in markets including Westlake, Phoenix, Orlando, and San Francisco.

The role liaises with Project Managers, Design, Real Estate, Vendors, and Contractors to keep projects on schedule, within budget, and in compliance with standards.

Qualifications

• Bachelor's degree in Construction Management, Engineering, Architecture, Project Management, or related field preferred.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Support Project Managers in planning, execution, and closeout of construction projects.
• Coordinate activities among internal stakeholders, consultants, contractors, and vendors.
• Assist with vendor onboarding, quotes, and entering approved quotes into PO system.
• Perform financial reconciliation of project budgets and costs.
• Maintain organized project files and records per standards.
• Assist with procurement: purchase requisitions, purchase orders, work orders, amendments, vendor agreements.
• Track project commitments, invoices, budgets, and expenditures; support change orders and financial reports.
• Monitor milestones, longlead items, and dashboard updates; assist with project reporting.
• Support closeout with punch lists, warranties, drawings, OM manuals, and handoffs to facilities.

Skills

Organization

Communication

Prioritization

Problem solving

Customer service

Cross-functional teamwork

Education

Bachelor's degree in Construction Management

Equivalent combination of education and experience

Tools

Microsoft Project

Procurement systems

Contract management systems

Microsoft Office (Excel, Word, PowerPoint, Outlook)

Job description

Program and Project Management - Project Coordinator - Mid-Level

HybridOnsite Westlake, Phoenix, Orlando, San Francisco
The goal would be to have one candidate in each market.
Position Summary

The Construction Project Coordinator provides administrative, financial, and project coordination support for corporate and retail construction projects. This role serves as a key liaison between Project Managers, Design, Real Estate, Technology, Facilities, General Contractors, consultants, and vendors to help ensure projects are delivered safely, on schedule, within budget, and in compliance with corporate standards.

The Construction Project Coordinator is responsible for maintaining project documentation, supporting procurement and contract administration activities, tracking project budgets and schedules, coordinating project communications, and assisting with project closeout. The ideal candidate is highly organized, detailoriented, and capable of managing multiple projects in a fastpaced environment.

Key Responsibilities

Project Coordination Administration

• Support Construction Project Managers in the planning, execution, and closeout of construction projects.
• Coordinate project activities among internal stakeholders, consultants, contractors, and vendors.
• Assist with project startup activities, including vendor onboarding and document collection.
• Assist with collecting quotesproposal and entering approved quotes into PO system
• Financial reconciliation of projects budgetscosts

Documentation Management

• Maintain organized project files and records in accordance with company standards.
• Upload project documents to project specific electronic folders
• Ensure project documentation is accurate, current, and readily accessible.

Contract Procurement Support

• Assist with preparation and processing of:
• oPurchase requisitions
• oPurchase orders
• oWork orders
• oContract amendments
• oVendor agreements
• Coordinate collection and review of vendor insurance certificates and supporting documentation.
• Verify documentation compliance prior to contract execution.

Financial Administration

• Track project commitments, invoices, budget allocations, and expenditures.
• Assist with review and processing of contractor pay applications and vendor invoices.
• Support change order review and documentation.
• Prepare project financial reports and budget updates.
• Monitor project costs and identify potential budget concerns for Project Managers.

Schedule Project Controls

• Track project milestones, deliverables, and critical dates.
• Monitor longlead procurement items and delivery schedules.
• Coordinate project reporting and dashboard updates.

Construction Closeout Support

• Assist with punch list tracking and resolution.
• Coordinate collection of closeout documentation, including:
• oAsbuilt drawings
• oWarranties
• oOM manuals
• oTraining documentation
• oFinal lien releases
• Support project turnover to Facilities and operational teams.

Compliance Governance

• Ensure adherence to company policies, procurement standards, audit requirements, and project management procedures.
• Track required approvals and maintain supporting documentation.
• Support project audits and compliance reviews.
• Assist with vendor performance documentation and reporting.

Qualifications

Education

• Bachelors degree in Construction Management, Engineering, Architecture, Project Management, Business Administration, or related field preferred.
• Equivalent combination of education and experience may be considered.

Experience

• 35 years of construction, project coordination, contract administration, or project support experience.
• Experience supporting corporate interiors, retail, commercial construction, or real estate projects preferred.
• Familiarity with construction project lifecycle and project delivery processes.

Technical Skills

• Microsoft Office Suite Excel, Word, PowerPoint, Outlook.
• Microsoft Project or equivalent project scheduling software.
• Experience with procurement, contract management, or project management systems preferred.
• Strong document management and reporting capabilities.

Core Competencies

• Exceptional organization and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities simultaneously.
• Strong problemsolving and analytical skills.
• Customer service mindset with a collaborative approach.
• Ability to work effectively with crossfunctional teams and external vendors.

Success Measures

• Accurate and timely project documentation.
• Effective budget and invoice tracking.
• Timely processing of procurement and contract documents.
• Successful coordination of project milestones and deliverables.
• Compliance with corporate governance, audit, and procurement requirements.
• High internal customer and stakeholder satisfaction.