Construction Project Coordinator

City of Vancouver

About The Position

As one of the fastest growing cities in the Pacific Northwest, Vancouver is building a city of the future through innovation, sustainable development, excellent leadership and effectively working with an engaged community. Our growth is guided by our core values of livability, sustainability and resiliency, innovation, and equity and inclusion, and we accomplish our work through collaboration, innovation, compassion and empowerment. If who we are speaks to you, and if you’re the type of person who is interested in joining a team invested in planning for the future of Vancouver then the City of Vancouver may be for you. We’re currently recruiting for a Construction Project Coordinator. The primary responsibilities for the job are to provide support to engineers on all public works capital improvement projects to ensure compliance with contract requirements for local, state, and federally funded projects. The Coordinator will prepare and maintain project file systems for project recordation, and for project management review audits by internal auditors, the State Department of Transportation and Federal Highway Administration as well as other granting agencies. The Coordinator will prepare financial and expenditure reports for program and department managers. The Coordinator will act as the City's lead capital project document control expert. This is a full-time, regular, exempt position. The schedule for this position is M-F, 7:30am to 4:30pm. Open until filled with the first review of applications on March 5, 2026.

Requirements

Two years of relevant experience in municipal construction contract administration or similar municipal field.
Equivalent to an Associates Degree in construction, business, accounting, or related field.
Equivalent combinations of education and experience may be considered.
Intermediate skills in electronic database and record-keeping systems, preferably Workday and Infor (Hansen)
Intermediate skills in Adobe Acrobat, PowerPoint, and GIS.
Advanced skills in Microsoft Word, Excel, Outlook, Access.
Possession of: Valid driver's license
Principles and practices of modern construction management and inspection
Principles of financial analysis.
English usage, spelling, grammar, and punctuation
Research methodology, reporting techniques, and report preparation principles
Modern office procedures, methods and computer equipment
Use of personal computers and intermediate analysis and tracking software
Maintain correspondence logs
Prepare monthly pay estimates from field inspectors notes
Attend progress meetings for projects and prepare/distribute meeting documentation
Tour work sites to obtain first-hand knowledge of work status
Coordinate the receiving, tracking, routing for review, and return of project submittals and request for information
Maintain construction documentation tracking logs such as submittals, request for information, design change notices, contract change orders, sublet requests, federal aid project certifications, wage and DBE interviews, correspondence, and material sampling/testing.
Participate in performance audits by outside agencies regarding project documentation.
Communicate with contractors, utilities, and various City departments
Respond to public inquiries
Maintain project files
Track construction cost trending using past bid tabulations to estimate future costs
Perform other duties required to accomplish the objectives of this position
Operate a personal computer and appropriate software
Maintain regular, dependable attendance and work in alignment with the City of Vancouver’s Operating Principles.
Apply interview techniques and support background screening processes.
Demonstrate a commitment to valuing differences among people and to being inclusive
Show the utmost respect for others, and act as a team player
Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
Recognize unsafe conditions which may be hazardous to an employee or to the public.
Works in safe and responsible manner; not putting self or others at risk.
Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.

Nice To Haves

One year federally funded construction contract administration preferred.

Responsibilities

Assist project managers on all public works capital projects.
Process incoming project correspondence, RFIs, submittals etc. and designate each for action, routing for approval, for information distribution, or archiving.
Maintain conformed copies, and keep City project manager informed of the status of all project documentation.
Prepare monthly pay estimate packages for all capital contracts, including required supporting backup.
Perform analysis to verify payment quantities; prepare estimate for payment.
Monitor and track contract change orders.
Analyze contract change order requests and recommend change orders to contracts as needed; prepare necessary amendments and supporting documentation for contract document change orders.
Develop contractor force account payment packages, performing independent analysis of labor, equipment, and materials reported to determine correct amount for contractor payment.
Attend regular project progress meetings.
Act as records and prepare meeting notes, track and maintain action item lists.
Circulate project meeting minutes for approval.
Maintain minutes archive.
Prepare analysis of City costs for labor and equipment on a project basis.
Independently monitors project costs and tracks against project budget.
Provides project manager with reports and highlights problem areas.
Provide contract documentation control for capital projects.
Document standard policies and procedures as they apply to the management of construction of capital projects.
Develop and manage document control systems that are unique to each project.
Assist other staff with technical issues, or documentation requirements.
Review departmental budgets as well as project specific budgets.
Prepare budget reports.
Assist staff with existing or new expenditures.
Monitor and track contractors’ compliance with Department of Labor and Industries requirements for payment of prevailing wages as they apply to City, State and Federal regulations.
Perform related duties and responsibilities as assigned.