Project Coordinator

Pop-Up Talent; Mountain View (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Pop-Up Talent is seeking a detail-oriented Project Administration & Document Control professional in Mountain View, CA to support bid processes, documentation management, and closeout activities. You will coordinate with architects, clients, PMs, and subcontractors, maintain logs, and ensure timely processing of submittals, RFIs, and plans.

Ideal candidates will have construction coordination experience, strong MS Office skills, and familiarity with Autodesk Construction Cloud,

Qualifications

• Project coordination experience in construction preferred.
• Proficient in MS Office (Outlook, Word, Excel).
• Experience with Autodesk Construction Cloud, BuildingConnected, Bluebeam, and Vista is a plus.
• Motivated, proactive, and a dedicated team player.
• Excellent customer service and interpersonal skills.
• Effective oral and written communication skills.

Responsibilities

• Prepare and distribute invitations to bid.
• Manage document distribution in compliance with standard company procedures.
• Coordinate communication between architect, client, project manager, and subcontractors throughout bidding.
• Collect, track, and organize incoming vendor and subcontractor proposals.
• Coordinate basic project information, subcontracts, and compliance documentation.
• Prepare and distribute all job-start documentation including project directories, subcontracts, and purchase orders.
• Process subcontractor submittals and manage the submittal log to ensure timely processing.
• Process RFIs and manage the RFI log for timely responses.
• Prepare and distribute construction plans to subcontractors, including updates and Bulletins.
• Maintain an accurate log of drawings in Autodesk Construction Cloud.
• Run compliance reports and ensure subcontracts, change orders, and purchase orders are executed.
• Request, maintain, and track insurance certificates for company and subcontractors.
• Manage project closeout documentation and final change order logs.
• Collect permits and closeout permit drawings from field staff.
• Assemble turnover packages and submit to client for approval.
• Maintain updated client/vendor/subcontractor contact records and update Autodesk Construction Cloud.
• Take direction from project leadership through to client acceptance.
• Collaborate with office staff, field staff, accounting, architects, engineers, and clients.
• Attend internal team and Owner-Architect-Contractor meetings as required.
• Help maintain an organized office environment and assist with office supplies.
• Provide backup project coordination coverage and perform additional duties as assigned.

Skills

MS Office

Autodesk Construction Cloud

Bluebeam

Vista

BuildingConnected

Communication

Customer Service

Team Player

Tools

Autodesk Construction Cloud

BuildingConnected

Bluebeam

Vista

Job description

• Prepare and distribute invitations to bid
• Manage document distribution in compliance with standard company procedures
• Coordinate communication between the architect, client, project manager, and subcontractors throughout the bidding process
• Collect, track, and organize incoming vendor and subcontractor proposals

Project Administration & Document Control

• Coordinate basic project information, subcontracts, and compliance documentation throughout the project lifecycle
• Prepare and distribute all job-start documentation including project directories, subcontracts, and purchase orders
• Process subcontractor submittals and manage the submittal log to ensure items are collected and processed timely
• Process Requests for Information (RFIs) and manage the RFI log to ensure timely distribution and response
• Prepare and distribute construction plans to subcontractors, including all updates, SKs, and Bulletins over the course of construction
• Maintain an accurate log of drawings, updates, and specifications within the Autodesk Construction Cloud
• Run compliance reports and ensure all subcontracts, change orders, and purchase orders are fully executed
• Request, maintain, and track company and subcontractor insurance certificates throughout the project

Project Closeout Management

• Manage the comprehensive project closeout process efficiently
• Request, gather, and track project closeout documentation and final change order logs from subcontractors
• Collect permits and closeout permit drawings from field staff
• Assemble professional turnover packages and submit to the client for approval
• Maintain updated client, vendor, and subcontractor contact records via the database and project directory, updating Autodesk Construction Cloud as necessary
• Take direction effectively from the project executive, project manager, and superintendent from bidding through to final client acceptance
• Collaborate seamlessly with office staff, field staff, accounting departments, architects, engineers, and clients
• Attend internal team meetings and Owner-Architect-Contractor (OAC) meetings as required

Office Administration & Support

• Help maintain an organized, functional, and professional office environment (including shared workspaces, conference rooms, kitchen, and common areas)
• Assist in ordering, stocking, and organizing office supplies
• Provide backup project coordination coverage for the team as needed
• Perform additional duties and responsibilities as assigned by the office leadership

MINIMUM QUALIFICATIONS:

• Project coordination experience in the construction field preferred
• Computer proficiency in MS Office (Outlook, Word, Excel)
• Experience with Autodesk Construction Cloud, BuildingConnected, Bluebeam, and Vista is a plus
• Motivated, proactive, and a dedicated team player
• Excellent customer service and interpersonal skills
• Effective oral and written communication skills
• Alignment with company core values: Fair, Grateful, Nimble, and a Passion to Deliver

We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and persons with disabilities.