Project Coordinator

AURORA CONTRACTORS LLC•Brentwood, NY

71d•$55,000 - $70,000•Onsite

About The Position

Under the direct supervision of the Project Manager and Compliance Manager this position provides administrative support for assigned construction projects. The Project Coordinator performs duties such as data entry into Viewpoint, maintenance of insurance certificates, coordination of meetings, conferences, obtaining supplies, and filing. The position interfaces with the entire project team as well as clients, designers, and subcontractors. Organizational skills are required to plan and prioritize a diversified workload.

Requirements

High school diploma.
Two years of administrative experience.

Nice To Haves

Associate degree or higher.
Two years of construction related experience.
Proficiency in Microsoft Office suite of applications

Responsibilities

Responsible for maintaining, organizing, controlling, and distributing project logs (contracts, insurance, RFIs, Submittals, Change/Purchase Orders, Drawings/Specs/Sketches, SOW, Safety, Subcontractor Documentation, ICAP/IDA as applicable). Enter and verify job data in Procore and Vista, ensuring accuracy and follow-up on open log items.
Responsible for communicating with clarity and professionalism, ensuring information is accurate, timely, and understood across all levels of the organization. Build strong working relationships by actively listening, providing feedback, and keeping all co-owners aligned.
Responsible for collecting and verifying required documentation (e.g., safety files, insurance certificates, statutory workers' compensation) prior to work commencement, working side by side with Estimating, Risk Manager and Director of Safety.
Assist with owner and subcontractor notifications, sort and distribute correspondence, and draft responses or replies (email, phone, or written) as needed.
Responsible for supporting field offices with material and supply ordering for trailers.
Responsible for managing confidential/non-routine information and explaining policies when needed.
Responsible for independently and collaboratively handling special and ongoing projects.
Assist with monthly reporting deliverables for ownership and Aurora.
Assist Accounting to ensure subcontractors' paperwork is current for payments; provide requisition support and document formatting (including proofreading and meeting minutes as applicable).
Track and assist with completion of closeout documentation packages (as-builts, warranty info, owners' manuals).
Responsible for answering phones when the Receptionist is unavailable.
Responsible for managing relationships, generating positive references, and exemplifying Aurora’s Core Values.