A Construction Project Coordinator is a professional who plays a crucial role in ensuring the smooth execution of construction projects. They are responsible for coordinating various aspects of a project, from planning and scheduling to communication and documentation. In this blog post, we describe the primary responsibilities and the most in-demand hard and soft skills for Construction Project Coordinators.

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Main Responsibilities of a Construction Project Coordinator

The following list describes the typical responsibilities of a Construction Project Coordinator:

Adhere to

Adhere to all state real estate agency requirements.

Analyze

• Analyze gathered data appropriately and design solutions accordingly.

• Analyze project data and provide insights for process improvement.

Arrange

Arrange for meetings between team members, and between team members and clients.

Assemble

Assemble data and prepare periodic and special reports, manuals and correspondence.

Assess

Assess project risks and issues and provide solutions where applicable.

Assign

Assign tasks to internal teams and assist with schedule management.

Assist with

• Assist and coordinate permit procurement.

• Assist field personnel as needed, to ensure timelines are met.

• Assist in the preparation of work proposals, Purchase Orders, Change orders, contracts, etc..

• Assist in the procurement of construction materials and equipment.

• Assist in the selection and management of subcontractors.

• Assist PM in tracking material delivery dates and overall construction progress.

• Assist the Project Managers in a variety of tasks, such as.

• Assist with collaborating with design team and participate in construction coordination meetings.

• Assist with cost estimating and quantity take off.

• Assist with creating, monitoring and updating look ahead schedules.

• Assist with creating, monitoring and updating project schedules and updating weekly progress plans.

• Assist with document control and coordination.

• Assist with estimating department.

• Assist with maintaining and monitoring the budgets.

• Assist with managing the construction project to ensure QA standards are met and delivered on time.

• Assist with monitoring the progress of the project and report as required.

• Assist with negotiating with vendors, suppliers and subcontractors.

• Assist with other program, project or innovation related tasks as identified by the Team Lead.

• Assist with preparing monthly project reports.

• Assist with preparing progress invoicing and progress status reports.

• Assist with running and producing minutes for all construction and coordination meetings.

• Assist with shop drawing review and coordination.

• Assist with supervising site staff as required.

• Assist with tendering the project to trade contractors.

• Assist with tracking / logging daily site activities.

• Assist with various office administration duties.

Assume

Assume administrative responsibility for a wide range of program deliverables.

Attend

• Attend pre-bid, pre-construction and project status meetings with customers as needed.

• Attend site meetings with owner and consultants as required by the Project Manager.

Build

Build from there, and remarkable results can't help but follow.

Chair

• Chair and facilitate meetings where appropriate and distribute minutes to all project team members.

• Chair on site meetings, record and distribute minutes.

Collaborate with

Collaborate with project stakeholders to define project objectives and scope.

Collect

• Collect agreements, waivers, agreements and note once complete so that payments can be processed.

• Collect and validate required Lien Waiver documentation for all assigned programs / projects.

• Collect, organized, and ensure all required documentation is in the system prior to project starting.

Communicate

• Communicate daily with Project Managers and administrative personnel.

• Communicate effectively with project team members, contractors, and clients.

• Communicate issues to the project management team.

• Communicate with home owners.

• Communicate with Regional Managers, Project Managers, Superintendents, Foremen.

• Communicate with team members to ensure optimal strategy and maximum efficiency.

Complete

• Complete a wide array of administrative duties through all phases of our projects.

• Complete other duties as requested and required.

• Complete reports, and control schedules and budgets of multiple projects.

• Complete subcontract agreements and bond documents.

Conduct

• Conduct evaluations and assessments of project performance.

• Conduct regular site visits to monitor project progress and ensure compliance with safety standards.

• Conduct risk assessments and develop mitigation strategies.

Consult

Consult blueprints, designs, and client instructions to develop construction plans for your team.

Coordinate

• Coordinate activities with the hired consultant / contractor and internal stakeholders.

• Coordinate and maintain relationships with sub-trades.

• Coordinate and schedule sub-trades, superintendents and staff to completion of project.

• Coordinate inspections and ensure project milestones are met.

• Coordinate material purchasing and delivery, track shipments, and account for costs.

• Coordinate project activities and ensure adherence to schedules.

• Coordinate project management activities, resources, equipment and information.

• Coordinate with account leadership to ensure tracking and reporting of client(s) deliverables.

Create

• Create a monthly snapshot for all projects and identify changes in planned costs.

• Create and enforce employee schedules and construction timelines.

• Create and maintain comprehensive project documentation, plans and reports.

• Create and maintain project schedules.

• Create a project management calendar for fulfilling each goal and objective.

• Create purchase requisitions for subcontracts.

• Create task lists for team members.

Develop

• Develop and implement project schedules and timelines.

• Develop and update punch lists.

• Develop project strategies.

Document

• Document all costs and ensure that expenses never exceed the construction budget.

• Document and record extras and change orders etc..

Draft

• Draft agendas, attend a variety of meetings and maintain precise meeting minutes.

• Draft subcontracts, change orders.

Ensure

• Ensure compliance with relevant building codes, regulations, and permits.

• Ensure construction operations are well organized and coordinated.

• Ensure documentation and files are efficiently prepared and managed with a high level of accuracy.

• Ensure effective communication and coordination between different project teams.

• Ensure material orders are placed in a timely manner.

• Ensure project budgets are up to date.

• Ensure stakeholder views are managed towards the best solution.

• Ensure standards and requirements are met through conducting quality assurance tests.

• Ensure that all technical aspects of the work conform to all applicable codes and standards.

• Ensure that all work is completed accurately (i.e. survey).

• Ensure the execution of all phases of the projects are conducted in a responsible, safe manner.

Establish

• Establish Quantity take-offs from Civil drawings and the preperation of tenders and quotations.

• Establish work priorities and ensure procedures are followed and deadlines are met.

Expedite

• Expedite and Track Subtrade Documentation.

• Expedite, track and process Shop Drawings.

Facilitate

• Facilitate meetings and provide updates on project status.

• Facilitate the tracking of project milestones and financial deadlines.

Follow

Follow through to be sure all timelines are met.

Follow-up

Follow-up with trades and consultants to ensure project results.

Foster

Foster positive relationships with clients, suppliers, and stakeholders.

Identify

• Identify and address any design or construction issues.

• Identify and develop a project scope of work and engage the necessary contractors.

• Identify any special requirements in the job and communicate to the sub-contractor.

• Identify critical path and keep abreast of manpower loading and materials deliveries.

• Identify potential issues and take action accordingly.

Input

Input and update schedule throughout the project and reviews with Project Manager.

Issue

• Issue all appropriate legal paperwork (e.g. contracts and terms of agreement).

• Issue and tracking of Change Orders, CCN's, RFI's, Issue Site Instructions.

• Issue Purchase Orders and Sub-Contracts.

• Issue regular status reports to personnel regarding projects in progress.

Keep

• Keep all members of the team up to date with current information and paperwork.

• Keep detailed project notes and records.

Label

Label and upload detailed construction job photos.

Liaise with

Liaise with the executive team as necessary.

Log

Log plan revisions and distributes, as requested.

Maintain

• Maintain accurate project records and documentation.

• Maintain and update shop drawings log, drawings, specifications and submittals.

• Maintain best practices templates on SharePoint site.

• Maintain billing and collections documentation.

• Maintain project cost data base.

• Maintain project information including work plans, schedules, project files and reports.

• Maintain strong working relationships at job sites with field leadership and crews.

• Maintain various documents and that the information is accurate and up to date.

Make

Make sure that clients' needs are met as projects evolve.

Manage

• Manage all project documentation including contracts, budgets and schedules.

• Manage and prioritize multiple projects simultaneously.

• Manage and update the project schedule, schedule recovery.

• Manage certain capital projects at various storage facilities.

• Manage change orders and subcontractor invoices.

• Manage construction sites, ensuring that workers adhere to construction plans and safety codes.

• Manage or execute special projects, as assigned.

• Manage project budgets and track expenses.

• Manage project closeout activities, including final inspections and client handover.

• Manage, review, and approve deal package material.

Monitor

• Monitor and enforce quality control measures.

• Monitor and manage project risks and contingencies.

• Monitor project progress, budget, hours, etc..

• Monitor the progress, performance, and quality of the project(s).

• Monitor vendors to ensure the timely submission of invoices.

Negotiate

Negotiate contracts with external vendors to reach profitable agreements.

Offer

• Offer alternative rehabilitative approaches when conventional approaches are not applicable.

• Offer technical insight to Construction and Project Management teams.

Oversee

• Oversee pre-con meetings with subcontractors and clients.

• Oversee project procurement management.

Participate in

• Participate in bid evaluations as needed.

• Participate in Owner and Subcontractor meetings.

• Participate in Owner / Contractor / Design meetings.

• Participate in weekly site meetings as required.

Pay attention to

Pay attention to safety of all crew members.

Perform

• Perform administrative compliance with owner required processes.

• Perform as site-superintendent / manager at times in small project capacity to implement scope.

• Perform related assignments, as required, in the daily operation of the group.

Plan

Plan all construction operations and schedule intermediate phases to ensure deadlines will be met.

Prepare

• Prepare and complete RFPs to support tendering and estimating.

• Prepare and distribute minutes of these meetings.

• Prepare and maintain project documentation, including contracts and progress reports.

• Prepare and present project reports to management and clients.

• Prepare bid documents, coordinate tendering process with Project Managers.

• Prepare contract and tender documents for clients and vendors.

• Prepare expense reports, credit apps, permit applications, etc..

• Prepare invoices and project drawings throughout projects.

• Prepare, negotiate and manage subcontracts for equipment and installation services.

• Prepare project billing revenue forecasts and schedule of values.

• Prepare purchase requisitions for approval and assists with procurement of materials and equipment.

• Prepare strategic execution plans.

• Prepare Warranty Manuals and Assist with As-Built Drawings.

Process

• Process and maintain project documentation - RFIs, SIs, CORs.

• Process purchase orders and material purchase orders.

Procure

Procure construction materials and any construction items needed.

Produce

Produce project close out documentation.

Provide

• Provide administrative support as needed.

• Provide daily online updates for all open jobs.

• Provide excellent standards of customer service to maintain a positive company image.

• Provide high level of customer service to client(s) and vendors.

• Provide Superior Client Service.

• Provide support and liaison between Project Managers.

• Provide support during Pre-Construction, Construction, and Post Construction project activities.

• Provide support to the project team as needed.

Receive

Receive, review and process quotes and change orders within the Client's financial systems.

Resolve

Resolve any conflicts or issues that arise during the project.

Respond to

• Respond to emails to address client's concerns and project issues.

• Respond to vendor question during the tender phase.

Review

• Review, coordinate, track and ensure contract deliverables are achieved.

• Review drawings and contract documents.

• Review submittals, transmittals to subcontractors.

Schedule

• Schedule and attend project turnover meetings and record important project details.

• Schedule and conduct all project meetings.

• Schedule and maintain a plan for sub-contractor work to align with project targets.

Solicit

Solicit requests, obtain required forms and upload them to each job.

Stay updated on

Stay updated on industry trends, regulations, and best practices.

Supervise

Supervise technical investigations to gather appropriate data to design specified project.

Track

• Track and manage Case Study submittal.

• Track and manage incoming paperwork.

• Track and manage project changes and variations.

• Track and monitor the day-to-day transaction and project work and workload of team members.

• Track, enter and code A / P Invoices in JLL's Spend tool and the client's PeopleSoft tool.

• Track timesheet submittals for projects and ensure all timesheets are submitted before month-end.

Update

• Update budgets and schedules in conjunction with the project team.

• Update clients on construction progress through presentations and client meetings.

Upload

Upload invoices once per week.

Use

Use tools to monitor working hours, plans and expenditures.

Utilize

Utilize project management software and tools effectively.

Work with

• Work effectively and competently with people at all levels in the organization.

• Work with a team and independently.

• Work with QA / City / Municipality inspectors to ensure projects compliance with Contract Documents.

• Work with the Client team in defining the project scope and requirements.

• Work with the Operations Manager to develop and maintain analytic reporting for the Client.

• Work with the Project Manager to eliminate blockers.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Construction Project Coordinator:

1. Proficiency in project management software, such as Primavera or Microsoft Project.

2. Knowledge of construction industry standards and practices.

3. Ability to read and interpret blueprints and technical drawings.

4. Strong understanding of construction materials, methods, and techniques.

5. Experience in cost estimating and budget management.

6. Knowledge of building codes, regulations, and permits.

7. Familiarity with construction contracts and legal requirements.

8. Expertise in project scheduling and resource allocation.

9. Proficiency in using construction management tools and software.

10. Understanding of construction safety protocols and practices.

11. Experience in procurement and supply chain management.

12. Proficiency in data analysis and reporting.

13. Knowledge of quality control and assurance processes.

14. Ability to conduct risk assessments and develop risk mitigation strategies.

15. Understanding of sustainable construction practices.

16. Familiarity with building information modeling (BIM) software.

17. Knowledge of value engineering and cost-saving techniques.

18. Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, etc.).

19. Strong organizational and time management skills.

20. Ability to adapt to changing project requirements and priorities.

Most In-demand Soft Skills

The following list describes the most required soft skills of a Construction Project Coordinator:

1. Excellent communication and interpersonal skills.

2. Strong leadership and team management abilities.

3. Effective problem-solving and decision-making skills.

4. Exceptional organizational and multitasking skills.

5. Attention to detail and strong analytical abilities.

6. Ability to work well under pressure and meet deadlines.

7. Flexibility and adaptability in dynamic construction environments.

8. Strong negotiation and conflict resolution skills.

9. Excellent time management and prioritization skills.

10. Proactive and self-motivated approach to work.

Conclusion

Being a Construction Project Coordinator requires a diverse set of responsibilities and skills. They are the driving force behind successful construction projects, responsible for coordinating various activities, managing resources, and ensuring effective communication between stakeholders. From technical expertise in project management software and construction practices to essential soft skills like communication and problem-solving, Construction Project Coordinators must possess a well-rounded skill set.