Project Coordinator/Administrative Support

Pho Prime, LLC; Portland (OR); On-site; USD 29,000 - 40,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Matching retirement

Job summary

Pho Prime, LLC is seeking an experienced scheduling professional to join our commercial division. The role focuses on coordinating field inspections, managing lender communications, and organizing project documentation to support pre-lending and draw reviews.

You will work with a supervisor to streamline workflows and improve efficiency while handling multiple software systems and client platforms. Excellent organization and proactive communication are essential.

Qualifications

• Commercial construction experience is required.
• Proactive self-starter with process-improvement mindset.
• Experience in scheduling, coordination, and administrative roles.
• Ability to learn various computer systems including scheduling and project management software.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication with customer service orientation.

Responsibilities

• Manage high-volume communications using Microsoft Suite and scheduling platforms.
• Respond to inquiries with timely follow-up and accuracy.
• Dispatch field inspections to 1099 network and allocate reports to Project Managers.
• Balance capacity during peak periods and communicate with lenders.
• Review lender-provided documents for completeness before reviews.
• -request missing or unclear items to ensure efficient reviews.
• Process construction documents such as bids, schedules, pay apps, and lien waivers.

Skills

Commercial construction

Process improvement

Scheduling

Administrative skills

Tools

Microsoft Office

Scheduling platforms

Job description

Address 97223

Compensation $25.00/hour

Schedule Full time

Job Type Permanent

Description

NWM Risk Management provides comprehensive risk mitigation services for all types of construction projects. This specific position focuses on our commercial division. Our centralized scheduling department is rapidly growing and fast-paced, offering significant potential for career development and the opportunity to navigate exciting operational changes.

What do we do?

We work for banks verifying that the money being lent out to a builder is equal to the progress of the construction.

Our model is to contract local individuals to use our app to document the progress of the construction. Our team of report writers update budgets based on site phot

About the Role

We are seeking an experienced, self-starting professional who can contribute immediately and grow with our team. While foundational training is provided, you will not just be executing tasks; you will work directly with your supervisor to actively streamline processes and improve our workflow efficiencies.

Key Responsibilities

• Manage a high volume of internal and external communications utilizing the Microsoft Suite, our newly launching proprietary integrated system, and various client-preferred loan management and scheduling platforms.


• Respond to inquiries promptly, accurately, and professionally while tracking requests to ensure timely follow-up.


• Manage a dynamic scheduling pipeline by dispatching field inspections to our 1099 network and allocating commercial draw reports to internal Project Managers.


• Expertly balance internal capacity during peak volume periods, prioritizing strict turnaround times and proactively communicating with lenders to manage expectations.


• Review lender-provided project documentation for completeness and organization before Project Managers begin their pre-lending or draw reviews.


• Identify missing, incomplete, or unclear items and independently request additional documentation to ensure an efficient and accurate review of construction progress.


• Process and verify a variety of construction documents, including but not limited to project bids, schedules of values, plan sets, detailed construction schedules, pay applications (e.g., AIA G702/G703 or equivalent), and lien waivers.

Required Qualifications

• Commercial construction experience is an absolute MUST, including a strong functional understanding of construction documentation.


• Demonstrated ability as a proactive self-starter with a track record of process improvement and critical thinking.


• Previous experience in scheduling, coordination, and administrative roles.


• Demonstrated ability to quickly learn and operate a variety of computer systems, including scheduling, workflow, and project management software.


• Excellent organizational skills, ability to multitask, and strict attention to detail.


• Strong verbal and written communication skills paired with a high standard of customer service.


• Ability to work independently as well as collaboratively within a structured team environment.

Hours of Work: Hourly position. Hours of operation 8:00 am – 5:00 pm.
Benefits: Generous paid time off, health insurance, and matching retirement are available.