Project Coordinator

Horizon-Construction-Group; Madison (WI); On-site; USD 42,000 - 65,000; Full time

Job summary

Horizon Construction Group is seeking a highly organized and detail-oriented Project Coordinator to support our Construction team in Madison, WI. This role handles documentation, communication, contracts, and administrative processes from pre-construction through project completion.

The position emphasizes coordinating with owners, architects, engineers, project managers, and subcontractors to keep projects running smoothly, with a focus on accuracy and timely reporting.

Qualifications

• Previous administrative, clerical, or secretarial experience.
• Proficiency in Microsoft Word and Excel.
• Strong verbal and written communication skills.

Responsibilities

• Prepare and distribute meeting agendas and meeting minutes.
• Manage project documentation and maintain electronic project files.
• Prepare and route owner contracts and exhibits through DocuSign.
• Issue, track, and maintain subcontracts, purchase orders, and change orders.
• Coordinate the distribution of project drawings, specifications, and updates.
• Maintain subcontractor contact and distribution lists.
• Track and manage insurance compliance for subcontractors.
• Maintain RFI, submittal, and drawing logs within project management software.
• Assist with monthly owner reports and project-specific reporting.
• Coordinate project signage procurement.
• Support project teams with punch lists and closeout documentation.
• Review and follow up on project compliance items.
• Track and file superintendent reports and required project paperwork.
• Recommend workflow and process improvements to enhance project efficiency.

Skills

Strong communication skills

Detail-oriented

Tools

Microsoft Word

Microsoft Excel

Project management software

Job description

Description

Join Our Team!

Horizon Construction Group is seeking a highly organized and detail-oriented Project Coordinator to support our Construction team. This role plays a critical part in keeping projects running smoothly by coordinating documentation, communication, contracts, and administrative processes from pre-construction through project completion.

If you thrive in a fast-paced environment, enjoy working with multiple stakeholders, and have strong administrative and organizational skills, we'd love to hear from you.

Horizon Construction Group specializes in the development and construction of multi-family housing as well as master-planned multi-use neighborhoods. Since 1984, our commitment to outstanding performance and integrity, in every aspect of our business, has prevailed.

Position Summary

The Project Coordinator provides administrative support to the construction team while serving as a key communication link between owners, architects, engineers, project managers, superintendents, suppliers, and subcontractors. This position helps ensure projects are completed efficiently, accurately, and in accordance with company standards.

Key Responsibilities

• Prepare and distribute meeting agendas and meeting minutes
• Manage project documentation and maintain electronic project files
• Prepare and route owner contracts and exhibits through DocuSign
• Issue, track, and maintain subcontracts, purchase orders, and change orders
• Coordinate the distribution of project drawings, specifications, and updates
• Maintain subcontractor contact and distribution lists
• Track and manage insurance compliance for subcontractors
• Maintain RFI, submittal, and drawing logs within project management software
• Assist with monthly owner reports and project-specific reporting
• Coordinate project signage procurement
• Support project teams with punch lists and closeout documentation
• Review and follow up on project compliance items
• Track and file superintendent reports and required project paperwork
• Recommend workflow and process improvements to enhance project efficiency

Requirements

• Previous administrative, clerical, or secretarial experience
• Previous customer service experience
• Proficiency in Microsoft Word and Excel
• Strong verbal and written communication skills

Preferred

• Construction administration experience
• Experience working with project management software
• Knowledge of construction documentation and contract processes

What Makes You Successful

• Detail-oriented with a commitment to accuracy
• Able to adapt to changing priorities and deadlines
• Strong interpersonal and communication skills
• Proactive approach to problem-solving
• Ability to manage multiple tasks in a fast-paced environment

Physical Requirements

• Primarily office-based position
• Frequent use of a computer, phone and standard office equipment
• Regular sitting, standing, and movement throughout the office
• Occasional lifting of up to 25 pounds