Project Assistant Coordinator
About The Position
The Project Assistant Coordinator supports Project Managers and Operations teams in the planning, coordination, and execution of landscape construction projects throughout Santa Clarita and Los Angeles County. The role helps maintain project schedules, manage documentation, track costs, coordinate vendors, and keep projects organized, compliant, and on schedule. The position provides administrative support throughout project startup, execution, and closeout. It maintains project records and logs, coordinates communications and deliveries, monitors procurement schedules, and supports purchasing, finance, and project managers with purchase orders and invoices. The coordinator also verifies documentation and field reporting accuracy and assists with client turnover packages.
Requirements
- Minimum 2 years of project coordination, project administration, construction administration, or related experience.
- Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
- Experience with Adobe Acrobat.
- Strong data entry and reporting skills.
- Document control and project tracking experience.
- Excellent organizational and time-management skills, with strong attention to detail and accuracy.
- Ability to prioritize multiple projects simultaneously.
- Effective verbal and written communication skills.
- Professional customer service and interpersonal skills.
- Ability to work independently and collaboratively.
- Strong analytical and problem-solving abilities.
- Basic understanding of construction plans, specifications, and project documentation.
- Ability to maintain confidentiality and professionalism.
- Ability to sit, stand, and walk for extended periods; occasionally lift up to 25 pounds; and operate standard office equipment and computer systems.
Nice To Haves
- Associate's Degree preferred.
- Bachelor's Degree in Construction Management, Business Administration, Landscape Management, or a related field is desirable.
- Equivalent experience may be substituted for formal education.
- Experience in landscape construction, commercial construction, civil construction, or a related industry is preferred.
Responsibilities
- Provide administrative support to Project Managers and Construction Management staff.
- Assist with project startup, closeout, and document management activities.
- Maintain and organize contracts, permits, submittals, RFIs, change orders, project files, and client correspondence.
- Track and update logs for RFIs, submittals, change orders, and punch-list items.
- Track project schedules, milestones, and deliverables.
- Coordinate internal and external project communications.
- Coordinate project furnishings deliveries with field crews, vendors, and suppliers.
- Schedule certification appointments and deliveries.
- Monitor material procurement and delivery schedules.
- Support Project Managers in maintaining project timelines and jobsite readiness.
- Coordinate with the purchasing department to create purchase orders and manage invoices with the Finance Department and Project Manager.
- Maintain project records in construction management systems and ensure documentation is current and properly filed.
- Verify project documentation and field reporting accuracy.
- Assist with project closeout and client turnover packages.
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- 401(k) retirement plan with employer match
- Paid time off (PTO)
- Paid holidays
- Paid sick leave
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
