Project Coordinator

HGC•Columbus, OH

31d

About The Position

Within the framework of HGC Construction’s core values and strategic business plan, the Project Coordinator provides comprehensive support to Project Managers and Executives to ensure successful project execution. This role adapts to whatever tasks are needed to help achieve company objectives. The Project Coordinator assists the project management team with accounting and administrative responsibilities throughout the planning, execution, and closeout phases of construction projects. The position ensures clear communication among stakeholders, maintains accurate project documentation and accounting, and helps keep projects on schedule and within budget. This role is assigned to specific project teams and requires strong organization, focus, and the ability to learn quickly. A LEGACY OF BUILDING CAREERS At HGC Construction, we are building for the long haul. We believe exceptional work begins with people who share our values and commitment to excellence. We recognize that our employees are more than professionals; they’re individuals with families, passions, and full lives beyond work. That’s why we emphasize balance, supporting both professional growth and personal fulfillment. Our culture thrives on celebrating shared victories, encouraging growth, and making a lasting impact on our clients and community. At HGC Construction, we’re not just building structures; we’re building a legacy of quality, integrity, and purpose.

Requirements

Bachelor’s degree in Construction Management, Business Administration, or related field preferred.
1–3 years of administrative and/or accounting experience in construction, architecture, engineering or equivalent.
Proficiency with MS Office Suite (Word, Excel, Outlook).
Strong organizational and time management skills.
Excellent written and verbal communication abilities.
Detail-oriented with the ability to multitask in a fast-paced environment.

Nice To Haves

Experience with construction management software (Procore, Viewpoint, etc.) is a plus.

Responsibilities

Assist Estimators and Preconstruction Managers with bid coordination and administrative tasks.
Maintain and update BuildingConnected for trade partners; track bid lists by project type.
Manage subcontractor prequalification via TradeTapp, including invitations, follow-up, and status tracking.
Set up new projects in Procore and Vista based on buyout logs.
Coordinate setup of project offices/trailers, including equipment, signage, and compliance postings.
Support Project Managers and Superintendents with daily administrative needs.
Schedule project meetings and maintain project calendars, milestones, and deadlines.
Manage distribution of pay applications, change orders, and all contract-related documents.
Handle Notices to Proceed, Commencement, and Furnishing, ensuring proper filing and organization.
Coordinate post‑bid documentation for public and private projects.
Track and maintain permits and contractor licenses across cities/counties.
Organize and archive project documentation, ensuring compliance with company and contractual requirements.
Prepare and distribute contract closeout packages.
Serve as a communication liaison between owners, architects, engineers, subcontractors, and internal teams for meetings, events, negotiations, and documentation.
Set up new vendors, subcontractors, clients, and architects in Vista.
Review initial subcontractor pay apps and receipts to ensure correct project assignment and coding.
Prepare payment applications for Project Manager review and ensure all contract requirements are met.
Verify subcontractor lien waivers and gather necessary backup for owner pay apps.
Assist with monthly project forecasts and data input for subcontracts and change orders.
Support project closeout by collecting final lien waivers, warranties, and as‑built documents.