Close Out Coordinator
About The Position
The Close Out Coordinator obtains and verifies construction-related documentation required for client billing on completed projects and coordinates documentation for partial client billings. The role works closely with subcontractors, project management teams, Field Superintendents, and Accounts Receivable to gather, organize, and submit required materials. The position maintains project close-out tracking, coordinates status meetings and follow-ups, and enters close-out information into the project management system. The role is based at the corporate office in a normal office environment with no travel. The successful candidate is professional, collaborative, adaptable, and able to communicate effectively and solve practical problems in a fast-paced business environment.
Requirements
- Associate degree in business.
- At least two years of experience in an office setting demonstrating the ability to meet deadlines, communicate strongly, and work cross-functionally.
- Proficiency in Microsoft Office Suite or similar applications.
- Ability to work under deadline-related stress and pressure.
- Ability to work collaboratively with superintendents, customers, and subcontractors.
- Strong customer service skills and ability to build lasting customer relationships.
- Professional and polite communication with customers, subcontractors, architects, and other vendors.
- Ability to think quickly and critically to solve problems.
- Ability to prioritize and adapt to changing project, customer, or business needs.
- Strong work ethic.
- Ability to sit or stand for extended periods while working at a computer.
- Ability to lift up to 20 pounds as frequently as needed to move objects.
Nice To Haves
- Experience in commercial construction, a related business, or proposal development.
Responsibilities
- Collect, organize, and verify required project close-out and partial-billing documentation.
- Coordinate weekly meetings with Project Management Teams to discuss project status, client-specific items, and concerns affecting final close-out.
- Maintain and update the project close-out report, including adding newly completed projects, tracking required documents, and removing closed projects.
- Review the Work-In-Progress sheet for projects approaching completion and coordinate with Field Superintendents to collect close-out documentation.
- Notify Accounts Receivable when partial-billing documents have been collected and compiled by the billing deadline.
- Notify Accounts Receivable when all close-out documents have been collected and compiled for final billing.
- Schedule and manage follow-ups with subcontractors, Field Superintendents, and Project Management Teams to obtain required documents.
- Enter close-out information into the project management system.
- Achieve and maintain an overall project close-out day average of 45 days or less.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
