Senior Project Coordinator

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

The Senior Project Coordinator supports the Construction Division by maintaining standardized project documentation, assisting with submittals, permits, change orders, project setup, and document control. This position serves as the central hub for project administration, ensuring all projects follow the same organizational structure and procedures from award through closeout.

The role supports multiple Project Managers, Estimators, and Superintendents and helps improve efficiency, consistency, and accountability throughout the division.

ESSENTIAL 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.

MINIMUM AND/OR PREFERRED QUALIFICATIONS:

EDUCATION:

• High School Diploma (or GED or High School Equivalence Certificate) and work experience of 3 years in an office setting.
• Associate or bachelor's degree in construction management is a plus

EXPERIENCE:

Required

• 3-5+ years administrative or construction office experience.
• Experience in HVAC, Mechanical, Construction, or Engineering.
• Experience with Procore, ComputerEase, Bluebeam, Autodesk Construction Cloud, and SharePoint.
• Understanding of Submittals, RFIs, Change Orders, Permits, and Construction Documents.

CERTIFICATES, LICENSES, REGISTRATIONS:

• None

SKILL REQUIREMENTS:

• Strong organizational skills.
• Ability to manage multiple projects simultaneously.
• Proficient with Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong attention to detail.

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.

WORK ENVIRONMENT:

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMODATION:

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.