Administrative Coordinator

Administrative Coordinator  
Job Title:  Administrative Coordinator 
 
 
 
Revision Date 08/6/2025 
FLSA Status: Non-Exempt
Reports to: 
Salary: Negotiable depending on experience

Job Summary: 
The Administrative Coordinator provides comprehensive administrative support to Assistant Project Managers
(APMs) and Project Managers (PMs). This role ensures the smooth operation of project-related tasks by
managing documentation, scheduling, communication, and coordination. The ideal candidate is highly organized,
detail-oriented, and proactive, with the ability to thrive in a fast-paced construction or project management
environment.

Duties and Responsibilities – Essential Functions 
 Prepare, edit, and maintain project documents, including submittals, RFIs, and meeting minutes,
contracts, and change orders 
 Assist APMs and PMs with project scheduling, updates, and coordination 
 Assist APM and PMs with weekly timekeeping for employees  
 Manage email and phone communications on behalf of the project team 
 Track and organize project-related files and ensure documentation is filed correctly in the project
management systems 
 Coordinate meetings, take notes, and follow up on action items 
 Maintain logs for submittals, RFIs, drawings, purchase orders, and other key project documents 
 Liaise with subcontractors and vendors to ensure the timely submission of paperwork and
compliance documents 
 Assist with procurement tracking and job cost documentation 
 Support team with expense reports and invoice tracking 
 Help onboard new subcontractors and ensure certificates of insurance and licenses are up to date 
 Perform general office tasks such as printing plans, ordering supplies, or assisting with jobsite tasks
document delivery 
 Act as a communication bridge between the office, field staff, and subcontractors

Qualifications: 
 High school diploma or equivalent required; associate or bachelor’s degree preferred 
 2+ years of administrative experience in a construction or project management setting preferred 
 Strong organizational and multitasking skills 
 Excellent written and verbal communication 
 Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with Procore, Builder
trend, or similar PM software is a plus 
 Ability to work independently, prioritize tasks, and manage deadlines 

Other Duties 

Please note this job description is not intended to be all-inclusive. Employees may perform other related duties as
required to meet the organization's ongoing needs. Duties, obligations, and activities may change at any time,
with or without notice.