Construction Coordination Specialist

Circle K•Tampa, FL

7d•Hybrid

About The Position

The Construction Coordination Specialist position involves a variety of essential job duties and responsibilities focused on supporting construction projects. This role requires collaboration with the Equipment Team, processing contractor payments, tracking preliminary lien notices, and managing financial documentation like check/wire requests and credits. The specialist will also be responsible for ensuring timely AFE close-out, facilitating utility transfers, and maintaining cost trackers for General Contract related items. Key tasks include completing construction start notifications, facilitating contract execution, and managing lien information. The role also involves budget validation and updates, creation and management of POs and change orders, accruals, and invoice processing. Vendor setup and inquiry response are also part of the duties, along with project updates in Smartsheet and other administrative tasks as assigned. Leadership requests and reporting, ensuring accurate site addresses in POPA, and utilizing various software applications are also expected.

Requirements

High School Diploma or GED
Strong background in applications software including but not limited to Microsoft Word, Outlook, Excel and PowerPoint.
Must have strong knowledge of the processes that relate to construction and the ability to handle multiple projects at any given time.
The ability to grasp new ideas and concepts quickly.
The person must be able to learn new software applications including but not limited to Smartsheet.
Must be well organized and possess ability to handle multiple responsibilities under deadlines with a high degree of attention to detail and accuracy.
Must possess well developed verbal and written communication skills and well as excellent interpersonal skills.
Strong interpersonal communication skills with ability to work well with team members, upper management, and vendors, as well as with others both inside and outside the organization.

Nice To Haves

Minimal travel required

Responsibilities

Collaboration with Equipment Team to ensure Equipment is received on time.
Receive, validate & ensure payment of the General Contractor progress and final pay applications.
Preliminary Lien Notice tracking.
Completion of necessary forms for Check/Wire Requests/Credits.
Ensure timely AFE close out.
Facilitate utility transfers.
Updates Cost Trackers throughout the course on all projects for General Contract related items.
Completion of Construction Start Notifications.
Facilitate site specific contract execution.
Receive, record & notify of any pending Liens.
Receive, record & notify of any Satisfaction of Liens.
Attend meetings as required.
Budgets – validating and updating budgets when necessary.
POs and/or Change orders – creating, issuing, updating, and closing.
Accruals – quarterly & year end
Invoices – receive, code, validate, follow-up.
Vendor Set Up Completion.
Responds to vendor inquiries as necessary.
Smartsheet project updates, tracking, validation & reporting.
Other items as may be assigned such as (but not limited to): scheduling of meetings/calls, ordering office supplies, filing, scanning of documents, etc.
Reports and requests by leadership as needed.
Works with Site Repository staff to ensure site addresses in POPA are accurate.