Project Coordinator

Summary/Objective:

The Project Coordinator is responsible for providing project support to the Project Management Teams. This position assists Project Managers (PMs) in all aspects of construction projects, from subcontractor coordination through project closeout and completion. The Project Coordinator will take direct ownership of various project tasks to help implement project goals as directed by the Project Managers. This role will also support multiple projects simultaneously across different stages of construction.

Essential Functions:

• Work directly with Project Managers to help implement project goals.
• Oversee various aspects of projects and provide direct support to ensure timely execution.
• Proactively follow up and acquire necessary documentation from subcontractors and vendors.
• Assist PMs with project management tasks, including processing change orders, RFIs, RFCs, product submittals, payment applications, closeout documents, and shop drawings.
• Communicate with clients and subcontractors to ensure project success.
• Assist with procuring materials and other items necessary to meet project goals.
• Support on-site superintendents and subcontractors through project completion.
• Contact landlords and city representatives regarding rules, regulations, and requirements.
• Coordinate paperwork for job startups and communicate with subcontractors, superintendents, landlords, and clients.
• Coordinate vendors throughout all phases of construction, including scheduling and pricing.
• Perform other duties as assigned by the Project Manager or Project Controls Manager.

Knowledge, Skills, and Abilities:

• Strong time management skills with the ability to meet tight deadlines and perform well under pressure.
• Excellent communication skills and the ability to build and maintain positive relationships with clients, subcontractors, vendors, and internal teams.
• Highly organized and detail-oriented, with a focus on ensuring projects are completed efficiently and accurately.
• Ability to manage and prioritize multiple projects simultaneously.
• Knowledge of construction processes, specifications, and field operations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Project).

Preferred:

• Ability to read and understand architectural drawings.

Work Environment/Physical Demands:

Normal office environment

Able to sit or stand for long periods of time working at a computer.

Able to walk and navigate through a jobsite.

Some exposure to loud noises while on the jobsite.

Occasional after-hours communication with clients and team members may be required.

Education and Experience:

• High school diploma or GED required
• Bachelors degree in construction management, Business or a related field or equivalent years of experience preferred
• 2+ years experience in the construction industry or similar role
• Valid Drivers license and auto insurance

Required Travel:

Occasional travel to jobsites, conferences, or training sessions is expected

Knowledge, Skills, and Abilities:

• Strong interpersonal skills, professionalism, and ability to influence and be able to work as a team.
• Effective communication, both written and verbal, emphasizing attention to detail.
• Ability to learn new systems quickly, possess a continuous improvement mindset.
• Excellent follow-up skills with the ability to follow-through to completion.
• Track record of success working at a fast pace, and able to adapt to a fluid business environment.
• Strong organizational skills. Experience managing multiple projects concurrently in a fast-paced environment, demonstrating a sense of urgency.
• Demonstrate RCS Core Values and represent company in a professional manner.

Work Environment/Physical Demands:

• Normal office environment
• Able to sit or stand for long periods of time working at a computer.
• Employees need to be able to lift up to 20 pounds as frequently as needed to move objects.

Education and Experience:

• High School Diploma or GED
• Minimum of two (2) years in an office setting demonstrating meeting deadlines, strong communication and ability to work cross functionally.
• Proficient in Microsoft Office Suite or similar applications.
• Valid Drivers License and auto insurance.

Preferred Experience :

• Associate degree in business.
• Experience with one or more of the following is a plus: commercial construction or related businesses or proposal development.
• Experience in a call center or placing a high volume of calls daily is a plus!

The bid coordinator is responsible for supporting the project management teams in contacting subcontractors to explore bid interest and subsequent information for construction projects. They will actively research subcontractors in the project area and contact the subcontractor to verify bid interest for an upcoming project. The bid coordinator will work with project management teams and estimators to ensure all necessary trades and scopes of work have submitted bids.

The successful candidate will have a positive, professional demeanor, excellent interpersonal skills and will be able to work as a team player. The nature of the work will require that the candidate demonstrate initiative and responsibility and be flexible/adaptive to a fast-paced and fluid business environment. Candidate must be able to communicate effectively and decisively with all levels of the organization and able to solve practical problems.

Essential Functions:

• Research subcontractors in project areas throughout the US through either internet search, Building Connected and/or company database.
• Call, email and communicate with subcontractors requesting a bid for upcoming or current projects.
• Complete all subcontractor data entry in company database including new subcontractor, contact information, changes, and qualification status.
• Communicate with subcontractors on status of submitted project bids.
• Create tracking of all subcontractor outreach and necessary follow-up for each bid or project.
• Follow-up with subcontractors on any missing information required for bid submittal.
• Accurately distributes incoming bid information to the proper project management team.
• Other duties as assigned.