Project Coordinator

Pop-Up Talent; Mountain View (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Pop-Up Talent in Mountain View, CA is seeking a Project Coordinator to support bidding, document control, and project administration through the full lifecycle.

You will work with architects, clients, project managers, and subcontractors to ensure timely submittals, RFIs, plans, and closeout documentation, while maintaining accurate records in Autodesk Construction Cloud.

Qualifications

• High school diploma; college degree preferred.
• Project coordination experience in construction preferred.
• Proficient in MS Office and document control.
• Experience with Autodesk Construction Cloud, BuildingConnected, Bluebeam, Vista a plus.
• Motivated, proactive, and a dedicated team player.
• Excellent customer service and interpersonal skills.
• Effective oral and written communication skills.
• Aligned with company values: Fair, Grateful, Nimble, Deliver.

Responsibilities

• Prepare and distribute invitations to bid.
• Manage document distribution per company procedures.
• Coordinate communications between architect, client, PM, and subs.
• Collect, track, and organize vendor and subcontractor proposals.
• Coordinate project information, subcontracts, and compliance docs.
• Process RFIs and manage the RFI log for timely responses.
• Maintain drawing logs and updates in Autodesk Construction Cloud.
• Prepare start documents, subcontracts, and purchase orders.

Skills

MS Office proficiency

Project coordination

Customer service

Oral and written communication

Team player

Motivated and proactive

Education

High School Diploma

College degree preferred

Tools

Autodesk Construction Cloud

BuildingConnected

Bluebeam

Vista

Job description

Job Description

Project Coordinator

Mountain View, CA 94040

KEY RESPONSIBILITIES

Bidding Process Coordination

• 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

Communication & Collaboration

• 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

• High school diploma; College degree preferred
• 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.