Project Coordinator

Trident Ventures, LLC•Leawood, KS

19d

About The Position

Double Eagle Builders builds high-end custom and spec homes in the Loch Lloyd community and is seeking an organized, proactive Project Coordinator to manage selections, pricing, approvals, purchasing, and project documentation across multiple projects. The position reports to the Director of Construction and works closely with Project Managers, homeowners, designers, vendors, and subcontractors. The Project Coordinator owns coordination and follow-through, while Project Managers provide field verification, technical direction, and decisions affecting project scope, budget, and schedule. The role coordinates homeowner selections and change orders, purchasing and deliveries, preconstruction and bid support, project administration, and warranty requests and work. Success means homeowners and designers know which decisions are coming and when they are due; pricing, approvals, and orders are complete and accurate; Project Managers have current information for field use; and problems are raised early with clear next steps.

Requirements

Two or more years of experience in construction coordination, purchasing, estimating support, supplier inside sales, or design/vendor project coordination.
Ability to read residential plans and understand construction sequencing, product lead times, and how selections affect field work.
Strong organizational skills and ability to manage priorities across multiple projects.
Professional communication skills with homeowners, designers, vendors, and subcontractors.
Attention to detail when reviewing pricing, specifications, quantities, and order confirmations.
Proficiency in Microsoft Office.
Ability to work independently, follow through on commitments, and identify when additional direction is needed.

Nice To Haves

Custom residential construction or remodeling experience.
Buildertrend or similar construction software experience; training is provided.

Responsibilities

Coordinate selection meetings and appointments with homeowners, designers, and vendors.
Maintain selection trackers with current status, deadlines, next steps, and responsible parties.
Gather complete selection information, including specifications, finishes, quantities, and relevant drawings.
Obtain pricing, compare it against project budgets, and prepare cost comparisons for Project Manager review with homeowners.
Prepare change orders in Buildertrend for Project Manager review and track homeowner approvals.
Follow up on missing information and outstanding decisions, escalating potential cost or schedule impacts early.
Coordinate required field measurements and technical confirmation with the Project Manager before releasing orders.
Place authorized orders and verify vendor confirmations against approved selections.
Confirm lead times, track deliveries, and address discrepancies with vendors and the Project Manager.
Ensure approved selections and installation information are available to the Project Manager and appropriate trades.
Request bids using project plans, specifications, and scope information.
Compare proposals, identify exclusions or missing scope, and obtain clarifications.
Prepare bid comparisons for the Project Manager or Director of Construction.
Set up new projects in Buildertrend and organize project documentation.
Document meeting decisions and action items with owners and deadlines, and follow up on outstanding commitments.
Prepare monthly draw review materials using Buildertrend data and forecasts provided by the Project Manager.
Maintain accurate project records in Buildertrend and SharePoint.
Track subcontractor insurance certificates and required documentation.
Receive and track homeowner warranty requests in Buildertrend.
Coordinate warranty coverage review with the Project Manager or warranty lead, then communicate next steps and scheduling to homeowners.
Schedule approved warranty work with homeowners and subcontractors, and follow up through completion.
Arrange warranty walkthroughs and maintain records of open and completed items.