Project Coordinator

We are design-build luxury custom builder seeking a highly organized and proactive Project Coordinator to oversee the effective use of Buildertrend software and ensure seamless coordination across construction projects. This role serves as the in-house expert on Buildertrends key modules, supports project scheduling and permitting, facilitates communication across departments, and ensures accuracy and accountability in daily project operations. The ideal candidate will thrive in a fast-paced environment, manage multiple workflows, and drive process improvements in scheduling, documentation, subcontractor onboarding, and warranty management. This position also plays a critical role in managing a concierge service division and handling special projects outside of large-scale new construction. We are seeking a motivated, eager to learn, proactive individual - construction knowledge and experience preferred but not required.

Builder Trend:
a. Become the in house expert on Schedule, To-Do, Docs, Daily Logs, Warranty and Messaging/Comments Modules of Builder Trend (BT)
b. Responsible for onboarding subcontractors and suppliers and ensuring we have insurance, workers comp, and W9
c. Manage naming convention of folders and documents within BT files module

Planning and Permitting:
a. Ensure all projects have accurate plans and specifications in BT (and physical plan library is up to date and organized) at permitting and throughout project.
b. Responsible for permit process for all projects from submittals to C of O and resolving problems with municipalities
c. Visit each project one per week at minimum to observe conditions, schedule progress, take pictures and update BT

Scheduling:
a. Create a realistic baseline schedule in BT in collaboration with PMs prior to permit application for each project.
b. Maintain schedule for each project to show status and progress in real time that provide reliable information for clients, vendors, and internal users including variances from baseline
c. Add notes to schedule items to provide insight into changes from baseline and real-time updates (descending order, newest first, in proper note type [owner/sub/internal] with date and initials preceding each note
d. Record shifts in schedule items in accordance with changes in timelines

Daily Logs,To-Dos,Weekly Team Meetings:
a. Attend weekly team meetings for all projects and ensure that info affecting schedules, to-dos, and docs and new items are created where applicable
b. Review daily logs throughout the week and ensure PMs and others provide high-level information, photos and in-depth detail when needed
c. Ensure schedule related info gets from logs or to-dos to schedule
d. Create and assign To-Dos to requisite PMs, Purchasing, and CSs when logs contain actionable info
e. Support Purchasing, CSs and PMs in establishing To-Dos in BT for all projects
f. Facilitate communications between Purchasing, PMs and CSs to assure selections and changes are anticipated and resolved timely and dont delay construction
g. Monitor To-Dos to assure they are being closed out or appropriately updated promptly and properly (within 2 weeks of creation or last update)
h. Monitor COs to assure new information is reflected in schedules or to-dos where applicable

Concierge, Special Projects + Warranty
a. Expand use and understanding of Warranty module within BT
b. Implements standard operations for Warranty claims, tracking, and servicing within BT
c. Implement business plan for home concierge service division
d. Act as PM on small projects that are not new construction or full remodel
e. Conduct walk throughs and enter info in BT for Bloomfield Mill homes, NSH new construction, remodels and concierge jobs
f. Schedule NSH carpenters and laborers and coordinate with PMs to prioritize work