Construction/Site-Services Coordinator

Applied Water Managemen•Hillsborough Township, NJ

2d•$60,000 - $70,000

About The Position

Provides project coordination support for NSU’s water and wastewater construction projects and site services, managing core project functions such as scheduling, RFIs/submittals, procurement, documentation, reporting, and field communications. Works closely with Project Managers, Site Supervisors, and Operations to help ensure safe execution, quality standards, schedule performance, and cost control. Builds and maintains effective working relationships with clients/owners, engineers, inspectors, subcontractors, vendors, and internal teams, and brings exceptional organization, attention to detail, and strong systems aptitude in a fast-paced environment. Reports to Director of Construction and Site Services.

Requirements

High School Diploma or GED required
Experience in administrative, data-entry, or office support roles.
Strong attention to detail and accuracy when reviewing and entering information.
Comfort navigating computer systems and learning new applications quickly.
Basic Excel skills (e.g., sorting, filtering, and simple formatting).
Ability to manage a consistent volume of routine tasks and maintain organized records.
Clear written communication skills for updating notes and documentation.
Ability to work independently, follow established workflows, and stay current on daily updates.

Responsibilities

Support jobsite safety requirements (including JHAs/JSAs and toolbox talks) and reinforce safe work practices. Maintain safety and training documentation. Support contract and regulatory compliance records and submissions, including California prevailing wage compliance practices.
Coordinate project planning activities; schedule and support meetings; track action items; and support change management. Serve as a communication link between field crews, engineering, subcontractors, suppliers, clients, and internal teams; document meeting minutes and follow-ups as needed.
Prepare, track, and distribute RFIs, submittals/shop drawings, permits, letters, transmittals, and correspondence. Ensure field teams are working from current approved documents; maintain well-organized project files and accurate data entry.
Maintain accurate project records to reflect current status, commitments, and progress. Produce and distribute daily/weekly reports, progress photos, status updates, dashboards, and management reporting; maintain weekly, monthly, and year-end metrics.
Create and track material requisitions and purchase orders; coordinate vendors and material receiving. Support budgeting activities, change documentation, and cost tracking (forecast vs. actual).
Compile and track contract/subcontract forms and supporting paperwork. Support new vendor setup and maintain W-9s, certificates of insurance, and related compliance documentation.
Support client invoicing per contract requirements; compile and organize backup documentation. Assist with invoice processing and accounts receivable coordination and communication.
Support schedule updates and coordination for meetings, documentation, and inspections. Coordinate site visits for records, parts, and materials; support pickup/delivery of materials and documents as needed. Maintain job forms, sign-in reports, and vehicle tracking/maintenance reporting as required.
Assist with RFQs, takeoffs, estimates, bids, quotes, and proposal development, tracking, and revisions (including system updates). Compile and submit bid packages for private and public clients.
Complete and track construction permit forms and permit-related documentation as needed.
Support turnover packages and closeout deliverables, including as-builts, O&M manuals, training documentation, warranties, and punch list completion, per contract requirements.
Serve as the primary contact for CMMS system questions and support. Coordinate user IDs and security profiles (including vendors); provide training (new user, advanced user, and new feature); support password resets and access changes; administer property assets and preventive maintenance schedules; configure system notifications/communications; coordinate data synchronization with Services/Operations; and produce monthly, quarterly, and annual reports (e.g., work activity, scheduled maintenance, service level compliance, labor, project reporting, incident reporting, proposal backlog/approvals, and training). Maintain system and user process documentation.
Help standardize and improve project management processes, templates, and reporting. Provide administrative support to Operations, Construction, and Service teams, and perform other related duties as assigned.