- Position Summary- The Project Controls Coordinator plays a critical role in the successful execution of construction projects from Proposal Development through Contract Completed
- This role does not manage projects directly but owns the administrative, project controls, and systems processes that enable project success
The Project Controls Coordinator is responsible for maintaining accurate and complete project documentation; supporting financial, contractual, and change management administration; ensuring task list compliance; maintaining systems alignment and data integrity across HubSpot, Procore, and Sage; and ensuring compliance with company policies and client requirements This position provides administrative and operational support to Senior Construction/Project Managers, Construction Managers, Project Managers, Assistant Project Managers, and the Accounting team to help deliver projects safely, on time, and within budget
- Project Documentation and Controls
- Partner with project teams to support timely project progression and reduce administrative risk and delays
- Assist with the setup, organization, and ongoing maintenance of project directories and records
- Support the preparation, routing, execution, and filing of prime contracts
Coordinate with Business Development Managers and Construction Managers to collect and maintain insurance, bonding, and compliance documentation during the Proposal Development stage, and with Business Development and Project Management teams during the Contract Negotiated and Work-in-Progress stages
- In coordination with the Purchasing Manager, maintain and update Procore commitment logs and ensure alignment with Sage accounting records
- Schedule and coordinate internal and external project kick-off meetings
- Ensure all required documentation is complete, accurate, and properly organized prior to project handoff
- Work with Project Managers to complete, maintain, and monitor project task lists
- Support Construction Services and Operations teams in the creation, management, and distribution of project reports
- Change Management and Cost Control
- Working with Purchasing Manager
- Maintain accurate change order logs, identifying pending, approved, and rejected items
- Ensure backup documentation, cost breakdowns, and schedule impacts are properly recorded and supported
- Billing and Payment Processing
- In coordination with the Purchasing Manager, maintain accurate and up-to-date change order logs, including pending, approved, and rejected changes
- Ensure all change orders include appropriate backup documentation, cost breakdowns, and schedule impact analysis
- Provide visibility to Project Management regarding change status, documentation gaps, and potential cost or schedule exposure
- Compliance and Safety
- Working with Legal, Operations and Accounting/Finance, track and maintain project-specific compliance records, including insurance certificates, safety documents, and subcontractor qualifications
- Team Communication and Coordination
- Serve as a central point of administrative coordination between Project Management, Accounting, and Field Operations
- Organize project kick-off meetings and track follow-up action items to completion
- Coordinate with Business Development, Project Management, and Operations to schedule warranty and service kick-off calls with clients prior to Contract Completed
- Coordinate with internal project teams on selected projects to schedule post-mortem and lessons-learned meetings
- Maintain professional, effective communication with clients, subcontractors, and vendors
- Partner with the Director of Operational Excellence and Continuous Improvement Manager to:
- Identify opportunities to improve administrative efficiency, documentation consistency, and Procore workflows
- Participate in project wrap-up and continuous improvement meetings and contribute to lesson learned documentation
- Support onboarding and training of new team members in administrative processes, systems, and standard operating procedures
All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed
