Project Coordinator II

ryancompanies; Westmont, Chicago (IL, IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Ryan Companies US, Inc. is seeking a Project Coordinator II to join our construction team in Westmont, IL. You will anchor project administration, coordinating contracts, document control, and financials to ensure on-time, on-budget delivery.

The role requires 3–5 years of field operations experience in commercial construction and proficiency with industry software, enabling effective collaboration with project managers and field personnel.

Qualifications

• 3–5 years of successful experience leading field operations in commercial construction.
• Associate degree or 4 years of equivalent work experience is required.

Responsibilities

• Prepare, process, and track trade contracts, bid packages, subcontracts, and change orders under the direction of the Project Manager.
• Manage subcontractor onboarding and compliance, including insurance certificates, licensing, and safety registrations.
• Support pre-construction efforts, including bid package distribution, subcontractor solicitation, and cost estimate database upkeep.
• Manage technical document exchange processes, including submittals, shop drawings, and RFIs.
• Maintain current, organized sets of plans, drawings, specifications, and permit documentation.
• Lead project closeout workflows, including punch list administration, O&M manuals, warranty documentation, and record drawing distribution.
• Assist with the preparation and processing of monthly owner pay applications according to required project billing cycles.
• Review, route, and track project costs, vendor invoices, and pay applications; address accounting questions.
• Coordinate and participate in project meetings, prepare and distribute meeting minutes, track follow-ups.
• Assist project leadership with schedule coordination and resource tracking.

Skills

Team collaboration

Self-motivation

Verbal communication

Written communication

Organizational skills

Analytical skills

Attention to detail

Decision making

Problem solving

Education

Associate's degree

Tools

Proliance

Procore

DocuSign

Textura

Oracle JD Edwards EnterpriseOne

Nexus

Concur

CornerStone OnDemand

Building Connected

Bluebeam

Box

WebEx

Job description

Ryan Companies US, Inc. has an exciting career opportunity for a Project Coordinator II to join our team! Do you bring at least 3-5 years of successful experience leading field operations in commercial construction? Do you enjoy working in a fast, fun, inclusive and collaborative workspace?

The Project Coordinator II serves as a key operational and administrative anchor across the construction project lifecycle. This role manages contract administration, technical document control, project financials, and closeout workflows to ensure projects are delivered on time, within budget, and to the highest quality standards.

Some things you can expect to do:

Contract Administration & Procurement

Prepare, process, and track trade contracts, bid packages, subcontracts, and change orders under the direction of the Project Manager.

Manage subcontractor onboarding and compliance, including insurance certificates, licensing, and safety registrations.

Support pre-construction efforts, including bid package distribution, subcontractor solicitation, and cost estimate database upkeep.

Technical Coordination & Document Control

Manage technical document exchange processes, including submittals, shop drawings, and RFIs, ensuring timely turnaround between design teams and trade partners.

Maintain current, organized sets of plans, drawings, specifications, and permit documentation within integrated construction management software.

Lead project closeout workflows, including punch list administration, compilation of Operation & Maintenance (O&M) manuals, warranty documentation, and record drawing distribution.

Financial Management & Accounting Support

Assist with the preparation and processing of monthly owner pay applications according to required project billing cycles.

Review, route, and track project costs, vendor invoices, and pay applications; promptly address and resolve job-specific accounting questions.

Identify and recommend workflow enhancements that drive project cost or time savings.

Project Operations & Team Liaison

Act as a central communication liaison among Project Managers, field personnel, Corporate Services, clients, and trade partners.

Coordinate and participate in project meetings, prepare and distribute detailed meeting minutes, and track follow-up action items.

Assist project leadership with schedule coordination, resource tracking, and day-to-day administrative project support.

Candidate Requirements

• Ability to collaborate and contribute within a team structure is required
• Demonstrates self-motivation to accurately and efficiently complete all aspects of the project with minimal supervision.
• Strong verbal, written and analytical skills required; very strong organizational skills and a good mathematical aptitude necessary
• Previous administrative experience and/or construction industry experience preferred
• Strong knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
• Ability to learn industry specific software programs including, but not limited to, Proliance, Procore, DocuSign, Textura, Oracle JD Edwards Enterprise One, Nexus, Concur, CornerStone OnDemand, Building Connected, Bluebeam, Box and WebEx
• Exhibit objectivity and openness to others' views; contribute to building a positive team culture
• Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision making process; make timely decisions; understand business implications of decisions
• Demonstrate accuracy and thoroughness; attention to detail; look for ways to improve and promote quality; accept and apply feedback to improve performance; monitor own work to ensure work quality
• Approach others in a tactful manner; react well under pressure; accept responsibility for own actions; give appropriate recognition to others
• Follow through on commitments
• Exhibit confidence in self and others; inspire and motivate others to perform well; effectively influence actions and opinions of others
• Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others; ask for and offer help when needed
• Adapt to changes in the work environment; change approach or method to best fit a situation; prepare and support those effected by change
• Minimum of an associate's degree or 4 year's equivalent work experience

You will really stand out if you:

• Have experience in a construction environment and with accounting software systems.
• Carry a high level of professionalism, ability to communicate proficiently, both verbal and written.
• Possess strong attention to detail, proven customer service skills, and the ability to prioritize and be flexible in a fast-paced environment with competing priorities.

Eligibility

Positions require verification of employment eligibility to work in the U.S.

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