Project Coordinator

Gray West Construction; Santa Ana (CA); Hybrid; USD 36,000 - 50,000; Full time

Job summary

Gray West Construction is seeking an energetic Construction Project Coordinator to join our Project Services team in Santa Ana, CA on a hybrid schedule. You will coordinate various aspects of construction projects and internal operations, ensuring timely delivery of subcontracts, licenses, and compliance items.

The role requires experience with Procore, DocuSign, Sage 300 CRE, and Microsoft Office, plus strong communication and organizational skills.

Qualifications

• Associates degree or certificate in Construction Management or related field preferred.
• Experience with Procore, DocuSign and Sage accounting applications highly preferred.
• 2–4 years of experience in the construction industry preferred.

Responsibilities

• Coordinate and maintain project documentation (subcontracts, COIs, licenses, releases).
• Prepare routine correspondence and maintain file systems.
• Set up and manage Procore Home Page and project directories.
• Coordinate meetings, prepare agendas, and arrange facilities.
• Assist with permit packages and city business licenses as needed.
• Coordinate with project accountants for subcontractor payments.
• Assist project managers and superintendents with various tasks.

Skills

Attention to detail

Written & verbal communication

Team-oriented

Multitasking

Education

Associates degree or certificate in Construction Management

Tools

Procore

DocuSign

Sage 300 CRE

Levelset

Microsoft Office

Adobe/Bluebeam

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Santa Ana, CA, US

Salary Range: $26.00 To $36.00 Hourly

Gray West is currently seeking an energetic and detail-oriented Construction Project Coordinator to join our Project Services team in our Santa Ana, CA Office and Hybrid schedule.

You will be responsible for the coordination of specific aspects of construction projects or specific internal operation’s related projects.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Candidate should be proficient in Procore, DocuSign, Levelset, and Sage 300 CRE or similar accounting/project management system and Microsoft Office applications.

• Creates, collects and tracks executed Subcontracts, Certificates of Insurance, Contractors and Business licenses, Subcontractor and Supplier releases, and other compliance items as needed.
• Composes and processes routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Setup and maintain Procore Home Page and maintain the Procore Project specific Directory including Company/User information.
• Coordinates and arranges meetings, events, prepares agendas, reserves and prepares facilities, and records.
• Prepares Close Out packages. Collects Warranties, As-Builts and applicable O&Ms.
• Requests Customer and Owner’s Insurance Certificates per specific requirements.
• Requests and reviews project requirements.
• Requests Deposits checks and documentation as needed.
• Coordinates with the Project Accountant for Subcontractor Payments.
• Prepares Permit Packages with Superintendents. Assist with City Business Licenses as needed.
• Communication and coordination with clients and a variety of professionals including architects, engineers, and subcontractors.
• Assists in managing or ordering plans.
• Assists Project Managers and Superintendents with various tasks as needed.
• Assists with the archiving of projects.
• Other duties may be assigned.

Highly preferred additional experience:

• Generate simple RFI’s
• Project site support
• Plan reading a plus

EDUCATION and/or EXPERIENCE

• Associates degree or a Certificate from a college or technical school in Construction Management or related field is preferred.
• Experience with Procore, DocuSign, and Sage accounting applications is highly preferred.
• Experience in the construction industry is highly preferred.
• 2- 4 years of experience in the construction industry.
• General knowledge of construction contracts, change orders, preliminary notices, and lien releases is highly desired.

OTHER SKILLS AND ABILITIES

• Great attention to detail.
• Strong written and verbal skills.
• Effective communication and interpersonal skills to collaborate with team members.
• Ability to coordinate, prioritize, and perform multiple tasks simultaneously with various team members in a fast-paced environment.
• Must be a team player willing to assist other team members.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Familiarity with Adobe or Bluebeam for PDF editing and creation.
• Knowledge of construction accounting software (e.g. Sage 300 CRE or similar).

LANGUAGE SKILLS

Ability to read, analyze and interpret documents such as job cost reports and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate effectively with employees, vendors, sub-contractors, and clients.

MATHEMATICAL SKILLS

Must have basic business mathematical skills, including ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Be able to solve practical problems and deal with a variety of variables. Ability to interpret a variety of instructions furnished in written, oral, or other forms.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is frequently required to stand, walk, sit, use hands, reach with hands or arms, and talk or hear. May occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 40 pounds. Specific vision abilities required include close vision.

WORK ENVIRONMENT

Generally, will be working in an Office environment where noise level may vary, and temperature/humidity is controlled. Must have own vehicle and be able to drive to and from job sites, offices, or other locations as required.

Gray West Construction is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.