Senior Construction Project Coordinator — Documentation & Execution

Capstone Mechanical, LP.; Town of Florida (NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Capstone Mechanical, LP. is seeking a Senior Project Coordinator to support the Construction Division by standardizing project documentation, submittals, permits, change orders, and closeout packages.

The role serves as a central hub for project administration, coordinating with Project Managers, Estimators, and Superintendents to improve efficiency, consistency, and accountability across multiple projects.

Qualifications

• 3–5+ years administrative or construction office experience.
• Experience in HVAC, Mechanical, Construction, or Engineering.
• Familiar with Procore, ComputerEase, Bluebeam, Autodesk Construction Cloud, and SharePoint.

Responsibilities

• Create project folders using company standards for every awarded project.
• Maintain consistent electronic and physical file structures across all projects.
• Ensure required startup documents are completed and filed.
• Maintain project contact lists and distribution lists.
• Establish and maintain project logs.
• Manage project correspondence and documentation.
• Maintain current drawing, specification, and addendum files.
• Ensure project files remain organized and up to date.
• Track incoming and outgoing documents.
• Assist with closeout document collection and organization.
• Prepare and distribute submittals after PM approval
• Track review status and approval dates.
• Follow up with vendors, engineers, and project teams as required
• Assist in requesting and assembling O&M manuals and closeout packages.
• Track permit status and inspections.
• Coordinate with municipalities and AHJs.
• Track pending, approved, and rejected change orders.
• Assist PMs with preparing documentation.
• Monitor aging change orders and follow-up requirements.
• Assist PMs with project startup documentation.
• Support monthly reporting requirements.
• Assist with meeting coordination and meeting minutes.
• Track contract requirements and deliverables.
• Assist with billing support documentation.
• Coordinate warranties and maintenance documents.
• Collect as-builts and final project documentation.
• Ensure project records are complete before final closeout.

Skills

Strong organizational skills

Multi-project management

Microsoft Office proficiency

Excellent written and verbal skills

Attention to detail

Education

High School Diploma or GED

Construction management degree a plus

Tools

Procore

ComputerEase

Bluebeam

Autodesk Construction Cloud

SharePoint

Job description

Capstone Mechanical, LP. is seeking a Senior Project Coordinator to support the Construction Division by standardizing project documentation, submittals, permits, change orders, and closeout packages.

The role serves as a central hub for project administration, coordinating with Project Managers, Estimators, and Superintendents to improve efficiency, consistency, and accountability across multiple projects.