Construction Coordinator

JOB SUMMARY

The Construction Coordinator is responsible for coordinating design, permitting, pre-construction, and project closeout for Affinity Veterinary Group’s new veterinary clinics (de novo locations). This role helps ensure projects remain on schedule, within budget, and aligned with clinical and design standards.

The Construction Coordinator partners with architects, general contractors (GCs), vendors, Lead Veterinary Partners (LVPs), Real Estate, and Design & Construction (D&C) leadership. This position maintains accurate project records, budgets, contracts, change orders, and approvals in ProjectMates and supports approximately 20–25 new clinic builds per year.

KEY RESPONSIBILITIES

• Create and maintain approved projects in ProjectMates, including project numbers, templates, schedules, site details, users, and project stages.
• Maintain current construction drawings, revisions, Certificates of Occupancy (CofOs), contracts, closeout documents, project status, and leadership reporting.
• Coordinate landlord shell drawings, architect questions, shell plans, and schematic layouts; escalate issues to Real Estate or D&C leadership when needed.
• Lead design meetings with LVPs and cross-functional teams, present drawings, obtain approvals, coordinate revisions, and provide biweekly design and permitting updates.
• Support the permitting process by coordinating architect follow-ups and obtaining documentation needed to keep approvals on schedule.
• At lease execution, coordinate Certificates of Insurance (COIs), request the location EIN from Finance, establish utility accounts and meter installations, and share account information with Accounting.
• Coordinate lease-related landlord requirements and municipal pre-construction requirements and meetings with Real Estate.
• Build preliminary construction budgets using buildout costs and vendor quotes; prepare GC contracts from approved proposals and templates, route through DocuSign, and provide executed copies to Finance.
• Serve as the primary point of contact for GC questions and coordination before construction begins.
• Obtain lighting, millwork, and other vendor quotes and route them to the VP of Construction for approval.
• Partner with the Integrations lead on LVP equipment orders through Patterson, including quotes, LVP sign-off, approved order release, and equipment questions.
• Review and approve equipment supplier invoices in Stampli against original proposals for quantity and price.
• Log owner change orders (OCOs) in the budget template as issued and prepare opening-day budgets reconciling additional construction and equipment costs.
• Collect contractor and landlord-required closeout documentation to support Tenant Improvement (TI) payout under the lease.

SUCCESS METRICS

• Timely progress through design, permitting, pre-construction, and project closeout.
• Accurate and current project documentation, status reporting, and budget records.
• Timely coordination of contracts, approvals, vendor orders, and invoices.
• Effective communication and follow-through with LVPs, leadership, and external project partners.
• Complete closeout documentation and support for TI payout.

KEY RELATIONSHIPS

Reports to: VP of Design & Construction & Facilities

Partners with: Real Estate, D&C leadership, Finance, Accounting, Integrations, LVPs, architects, landlords, general contractors, vendors, and equipment suppliers

QUALIFICATIONS & SKILLS

• Strong organizational skills and ability to manage numerous concurrent projects at different stages.
• Clear, proactive written and verbal communication with internal teams and external partners.
• Ability to lead design meetings and communicate technical information to non-technical audiences.
• Strong attention to detail and follow-through on project actions, approvals, records, and handoffs.
• Sound budget management and financial tracking skills, including invoice-to-proposal reconciliation.
• Independent problem-solving skills, sound judgment, and ability to escalate issues appropriately.
• Familiarity with schematic and functional space design or drawing software (e.g., Adobe Illustrator).

REQUIREMENTS

• Bachelor’s degree in Business, Real Estate, Construction Management, or a related field, or equivalent professional experience.
• 3–5+ years of commercial construction project management experience, ideally in multi-site retail, restaurant, healthcare, or veterinary buildouts.
• Experience coordinating with landlords, architects, general contractors, and vendors.
• Working knowledge of permitting for commercial tenant improvement projects.
• Experience using construction project management software (ProjectMates preferred), invoice approval platforms (Stampli preferred), and e-signature tools (DocuSign).
• Experience building and managing construction and equipment budgets and tracking change orders (e.g., Excel, Power BI).
• Ability to manage a high-volume portfolio of approximately 20–25 new builds annually from design through closeout.
• Office-based position with occasional travel (less than 10%) to project sites and meetings.
• Ability to meet competing deadlines in a high-volume, time-sensitive environment.