Special Projects and Warranty Coordinator

PROCON • Hooksett, NH

10h

About The Position

PROCON is hiring a Special Projects and Warranty Coordinator to organize and support its fast-moving Special Projects team and warranty program. Working alongside the Director of Warranty & Special Projects, this role manages paperwork, records, and follow-up so Project Managers and Estimators can focus on pricing and delivering work. Most of the role supports smaller, fast-moving commercial construction projects; the remainder supports warranty administration and resolution of post-completion issues. The coordinator works closely with Accounting, Contracts & Insurance, client facilities staff, field crews, project teams, owners, property managers, and trade partners.

The position includes supporting project administration and coordination, maintaining change-event, change-order, submittal, RFI, cost, and subcontractor records, and helping coordinate bids, permits, inspections, deliveries, and site access. It also includes tracking warranty requests from initial report through completion, coordinating corrective work, keeping stakeholders informed, reviewing warranty-related costs, maintaining closeout records, and managing the Director's calendar. The role requires discretion in handling sensitive project, contract, and client information and a willingness to visit active construction sites and occupied buildings.

Requirements

• At least 3 years of administrative or coordination experience.
• Strong organization and follow-through, with the ability to manage competing priorities.
• Polished written communication skills, including the ability to draft professional correspondence and reports.
• Comfort working with building owners, property managers, subcontractors, and internal teams.
• Experience managing document workflows, version control, and records.
• Proficiency in Outlook, Excel, and Word, and ability to learn systems such as Procore quickly.
• Good judgment about when to handle an issue independently and when to escalate it.
• Discretion when handling sensitive information.
• Ability to visit active construction sites and occupied buildings.
• Valid driver's license.
• High integrity and sound ethical judgment.
• Takes ownership and follows through on responsibilities.
• Positive, solution-oriented mindset and resilient attitude.
• Works well in teams and has strong communication skills.
• Openness to innovation and continuous improvement.

Nice To Haves

• Administrative or coordination experience in construction administration, project support, accounting support, contract or insurance administration, or warranty/service coordination.
• A degree in business or construction management.
• Procore experience.
• Construction accounting experience.
• Contracts or insurance support experience.
• Familiarity with closeout, warranties, multifamily projects, bids, or purchase orders.

Responsibilities

• Support Project Managers and Estimators day-to-day according to priorities set by the Director.
• Log change events and change orders in Procore and keep records current.
• Track and route submittals and RFIs, and follow up to keep responses on schedule.
• Assist with subcontractor outreach, bid invitations, and proposal collection.
• Prepare meeting notes, action lists, correspondence, and routine reports.
• Help coordinate permits, inspections, deliveries, and site access.
• Serve as the Special Projects team's main day-to-day contact with both teams.
• Work with Accounting on invoices, purchase orders, change orders, and cost records.
• Gather and route subcontract and insurance paperwork, and confirm subcontractor insurance certificates are current before work is scheduled.
• Log and track warranty and service requests from initial report through completion.
• Route issues to the appropriate trade, subcontractor, or project team using project documents and warranty terms.
• Schedule inspections, site visits, and corrective work, including access to occupied buildings.
• Keep owners, property managers, and trade partners updated, and escalate disputed or recurring issues to the Director.
• Review warranty-related invoices and costs for accuracy before Director approval.
• Track closeout records, including warranties, O&M manuals, as-builts, and attic stock.
• Help schedule and document owner training and post-occupancy meetings.
• Manage the Director's calendar for site visits, owner check-ins, and closeout activities.
• Maintain clean electronic records and help improve templates and tracking.
• Handle sensitive project, contract, and client information with discretion.

Benefits

• Health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and holidays.
• Tuition reimbursement.
• Professional development opportunities.
• Collaborative, supportive, and engaging workplace culture focused on teamwork and excellence.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed