Commercial Project Coordinator

Commercial Project Coordinator
Reports To: Project Manager
Position Overview
The Commercial Project Coordinator plays a vital role in supporting the Project Manager and project team to ensure the smooth execution of commercial construction projects. This position combines strong administrative, organizational, coordination, and field-support responsibilities. The Commercial Project Coordinator assists with project planning, documentation, communication, scheduling, cost tracking, compliance, and closeout activities to help ensure projects are completed on time, within scope, budget, and quality standards.
Key Responsibilities
1. Documentation Management

• Organize and maintain all project documentation, including contracts, permits, drawings, RFIs, submittals, change orders, safety records, purchase orders, and correspondence.
• Ensure all project-related documents are accurate, up to date, properly filed, and easily accessible for the project team and audits.
• Assist in the preparation, review, and submittal of reports and required documentation to clients, general contractors, and other stakeholders.
• Prepare and organize progress reports, meeting minutes, daily logs, and project records.
• Assist with shop drawings and engineering documentation.

• Serve as a central point of contact between the Project Manager, subcontractors, vendors, general contractors, and clients.
• Facilitate clear and timely communication regarding project updates, issues, risks, and changes.
• Assist in organizing and scheduling project meetings, conference calls, site visits, and inspections.
• Attend project meetings and provide updates, feedback, and follow-up support as needed.

• Assist the Project Manager in preparing, maintaining, and updating project schedules and timelines.
• Track project progress, milestones, and deadlines, alerting the Project Manager to potential delays.
• Coordinate labor, material, and equipment availability to prevent disruptions to the project schedule.
• Work with subcontractors and internal teams to adjust schedules due to delays or unforeseen conditions.

• Assist in procuring materials, supplies, and equipment required for the project.
• Track purchase orders, delivery schedules, inventory levels, and material storage on site.
• Confirm materials meet project specifications and quality standards.
• Assist in tracking project expenses, invoices, change orders, and cost reports.
• Support review of subcontractor pay applications and assist with vendor and GC cost coordination and negotiations as directed.

• Assist in ensuring project compliance with contract requirements, project specifications, safety standards, and applicable regulations.
• Support the Project Manager in reviewing contract terms, scope of work, and bidding documents.
• Assist in identifying potential project risks, issues, or conflicts and help develop mitigation solutions.
• Support quality control efforts, including inspections to verify work meets plans and standards.

• Occasionally visit job sites to monitor progress, verify work aligns with plans and specifications, and observe safety practices.
• Assist in coordinating site activities and addressing field-related issues in collaboration with the Project Manager.

• Assist with project closeout activities, ensuring all required documentation is completed and submitted.
• Help track and resolve punch-list items.
• Support final inspections, site clean-up verification, and smooth project handover to the client.

• Bachelor’s degree in construction management, engineering, architecture, or a related field preferred.

• Familiarity with project management software such as Procore, Buildertrend, Esub, or Microsoft Project.
• Ability to read and understand construction drawings, blueprints, and specifications.

• Strong organizational and time-management skills with the ability to manage multiple projects and deadlines.
• Excellent verbal and written communication skills; bilingual preferred.
• Strong attention to detail and problem-solving abilities.
• Ability to work collaboratively with internal teams and external stakeholders