Project Coordinator

MAI Construction, Inc; San Jose (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

MAI Construction, Inc. is seeking a detail-oriented Project Coordinator to support project efforts within a cohesive MAI team. You will help with project setups, document control, and coordination of subcontractors.

Key tasks include reviewing proposals, assisting with AIA contracts, preparing subcontractor documents, ensuring data accuracy in Sage, and coordinating drawings. Strong communication and organization are essential.

Qualifications

• 3–5 years of construction experience and ability to work under pressure.
• Team player mindset and contribution to MAI's success.
• Strong verbal and written communication skills.
• Self-starter with a can-do attitude.
• Highly organized with excellent attention to detail and time management.
• Proficiency in Microsoft Office suite (Excel), Adobe, Procore, DocuSign, Sage CRE 300.

Responsibilities

• Assist with project setups and formatting templates.
• Review proposals and subcontractor documents.
• Assist with AIA contracts and change orders.
• Prepare, send and log subcontractor documents (subcontracts, change orders, POs).
• Ensure project data is captured and updated in Sage.
• Order and distribute drawings.
• Request, review and log subcontractor Certificates of Insurance.
• Assemble and distribute project Closeout packages to clients.
• Coordinate with Accounting to ensure data in Sage is accurate.
• Other duties as needed; tasks may expand over time.

Skills

Team player

Verbal & written communication

Can-do attitude

Analytical skills

Highly organized

Self-starter

Time management

Professional demeanor

Tools

Microsoft Office

Excel

Adobe

Procore

DocuSign

Sage CRE 300

Job description

• The Project Coordinator is a critical role on the team, supporting project efforts while being part of a cohesive MAI team. Duties will include:
• Assisting with project setups, formatting templates, etc.
• Reviewing proposals and other subcontractor documents
• Assisting with AIA contracts and change orders
• Preparing, sending and logging Subcontractor documents: Subcontracts, Change Orders, Purchase Orders, etc.
• Perform checks and balances while processing all work to ensure project data is accurately captured and updated in a timely manner
• Ordering and distributing drawings
• Requesting, reviewing and logging subcontractor Certificates of Insurance
• Collects all items to assemble project Closeout packages and distribute them to clients
• Work with Accounting to ensure accurate data in Sage
• Other duties as needed; tasks may expand over time based on the needs of the office

Desired Skills and Experience:

• 3-5 years of construction experience with proven ability to work under pressure
• Team player mindset, we are all part of making MAI successful
• Strong verbal and written communication skills
• Possess a “can-do” attitude with positivity
• Good analytical skills, accuracy and attention to detail
• Need to be highly organized and adaptable
• Self-starter, can work with minimal supervision, self-disciplined
• Able to prioritize, superb time management skills
• Able to represent the company in a professional and positive manner
• Proficiency in Microsoft Office suite (fluent in Excel), Adobe, Procore, DocuSign, Sage CRE 300