Construction Coordinator

Highwoods Properties•Nashville, TN

41d•Onsite

About The Position

The Construction Coordinator works as a member of the Construction Department which provides interior building improvement construction services to current and future customers. This administrative position will facilitate communication with customers, vendors and the internal Highwoods team, and will be the liaison with the leasing department for construction department deliverables. Project reporting, preparing bid packages, processing change orders and maintaining files are responsibilities of this role.

Requirements

Work requires an individual who has demonstrated the ability to organize and prioritize multiple competing tasks.
Work requires continual attention to detail.
Must have a high level of interpersonal skills, tact, and diplomacy to demonstrate the ability to work in an in-office team oriented, service environment.
Requires an Individual who has demonstrated the ability to assist multiple managers to ensure the continuity of the construction process.
Requires proficiency in MS office, including Word and Excel.
Position requires a strong work ethic and ability to process and act upon multiple projects concurrently.
Hybrid or work from home options are not available for this position.

Nice To Haves

Preferred experience in a construction firm or real estate environment.
Associate or bachelor's degree in a construction related field preferred.

Responsibilities

Assist the Construction Project Managers and Director of Construction in all areas of the construction process from concept to completion. This will include facilitating communication between the Construction Project Managers and all parties involved directly and indirectly in the construction process.
Receive, coordinate, and assemble applicable paperwork for construction and provide to Construction Project Managers.
Initiate and maintain project reports, as related to construction project files including construction documents, bid documents, approvals, and customer correspondences.
Coordinate and update the construction project tracker sheets on a daily basis.
Prepare and oversee tenant improvement finish selections for projects.
Prepare draft of construction contract for Project Managers review.
Assemble CD's for distribution to tenants for tenant approval sign off.
Assemble signed and sealed drawings for distribution to permitting service and/or city/county building departments. Follow through on status and receipt of permits.
Assemble CD's for distribution to Property Managers, Building and HVAC Technicians. Follow through on review comments. Provide information received to Project Managers.
Ensure all CD approvals are received by HIW staff & tenants prior to bid close date.
Assist in bid package preparation, distribution of Bid notices, and notifications of bid results.
Prepare bid analysis sheets for Construction Project Managers.
Submit bids and cost approval letters to tenants based on Construction Project Managers direction.
Coordinate construction kickoff meeting with the Customer, Contractor, Property Management, and Chief Building Engineer.
Process and manage all paperwork associated with job change orders, pay applications, and DocuSign processes.
Prepare and track overage letters and progress payments throughout job duration.
Record Notice of Commencements for permitted work.
Receive and distribute construction schedule to tenants, property managers and leasing associates upon receipt of Construction Project Managers approval.
Schedule final walk-through with appropriate HIW staff upon receipt of Construction Project Managers approval.
Receive and distribute punch lists from contractors to Construction Project Managers. Upon approval distribute to applicable parties. (Leasing, Property Management and Tenant).
Ensure construction files are kept updated with applicable paperwork, folders, and electronic files.
Participate in weekly projects meetings as needed per Project Managers request, and prepare project meeting minutes.
Prepare project close out documents
Lease Review, Summary, and Compliance
Request COI, w9, and new vendor information
Maintain and track warranty issues
Maintain accurate building stacking plans and floor plans in coordination with internal and external teams
Update proposal templates in a consistent and professional format
Maintain up-to-date vacancy suite condition spreadsheets with marketing specialist
Assist with leasing, marketing, and customer experience events
Support special projects as needed