Job Title: Administrative Coordinator
Position Summary
The Administrative Coordinator supports project managers, estimators, and field supervisors by managing high-volume documentation workflows, coordinating submittals and closeout packages, and assisting with estimating, pricing, and material procurement. This role helps ensure projects move forward without administrative, compliance, or material delays. Responsibilities include tracking approvals and revisions, maintaining accurate project records, supporting cost tracking and reporting in Procore, assisting with scheduling and communications, and serving as a primary internal resource for documentation and workflow questions.
Key Responsibilities
Submittals & Project Documentation
- Prepare, assemble, and manage complete product submittal packages across multiple concurrent projects.
- Coordinate shop drawings, product data, material specifications, and compliance documentation to meet contract requirements.
- Track approvals, rejections, and revisions; maintain logs to ensure contractual alignment and timely resubmittals.
- Compile as-built documentation, warranties, O&M manuals (as applicable), and close-out packages.
- Maintain organized digital and physical filing systems with strong version control and retrieval practices.
Estimating & Preconstruction Support
- Assist the estimating team with administrative estimating tasks, including bid document organization, scope tracking, and deadline management.
- Support proposal and quote preparation by gathering vendor pricing, obtaining missing information, and formatting estimate packages.
- Create and maintain bid/quote logs, track due dates, and follow up on vendor/subcontractor responses.
- Help assemble bid submissions and proposal documents (cover sheets, inclusions/exclusions, attachments, and required forms).
Material Procurement & Vendor Coordination
- Assist with material procurement activities, including sourcing, requesting pricing, and preparing purchase documentation.
- Coordinate with vendors and suppliers to confirm product availability, lead times, substitutions, and delivery requirements.
- Support creation and tracking of purchase orders (or PO requests), ensuring alignment with project specs, approved submittals, and budgets.
- Track material status from order through delivery; communicate updates to PMs.
- Assist in Maintaining procurement logs (lead times, delivery dates, backorders, returns, warranties) and ensure documentation is filed correctly.
- Support receiving documentation (packing slips, delivery tickets) and assist with reconciliation/issue resolution for shortages or damages.
Operational & Financial Coordination
- Utilize Procore for cost tracking, reconciliation, and basic reporting support.
- Provide quoting support and assist with change order documentation by organizing backup and tracking status.
- Maintain status lists (submittals, approvals, RFIs, POs, closeout items) to keep teams aligned.
Safety Documentation Support
- Maintain safety documentation records and assist with compliance tracking as required.
Scheduling, Communication & Office Administration
- Answer and route incoming phone calls; provide a professional first point of contact.
- Help coordinate scheduling for service requests and active project work (in coordination with PMs/dispatch).
- Coordinate corporate travel logistics, including hotel bookings and itineraries, ensuring adherence to company budget policies.
- Support project managers and field supervisors with deadline-driven administrative tasks.
- Maintain a high-volume workload with consistent accuracy, reliability, and follow-through.
Hourly Pay rate 25-35hr
Monday - Friday onsite
