Project Coordinator ( Multifamily Construction )

Position Summary

The Project Coordinator supports the successful execution of multi-site multifamily and commercial construction projects by serving as a central point of coordination between project management, field operations, and administrative teams. This role is responsible for maintaining accurate project documentation, supporting scheduling and financial processes, facilitating clear communication across all stakeholders, and ensuring compliance with regulatory requirements in a fast-paced, high-volume construction environment. Projects typically range from $2M–$30M and include both new construction and renovation work.

Key Responsibilities
 

Project Management & Scheduling Support

• Coordinate project close-out activities, including O&M manuals, as-built drawings, punch list walkthroughs, and manage the warranty period
• Assist the Project Manager with processing monthly draw packages, tracking invoices, collecting lien waivers, and supporting budget documentation and cost controls
• Support superintendents with on-site issues, site coordination, permitting, and ensuring compliance with safety standards

Administrative & Documentation Management

• Prepare and process project documentation including subcontracts, purchase orders, change orders, and insurance certificates per Project Manager direction
• Ensure timely and accurate processing of all circulating documents, including insurance certificates, plan revisions, warranty information, etc. per Project Manager's direction
• Maintain organized electronic and hard copy project files with proper version control; coordinate project start-up and close-out filing systems including jobsite filing as needed
• Responsible for weekly updates of all applicable tracking tools to reflect the most up-to-date status of circulating documents, and ensure timely distribution and/or updates to affected parties

Risk Management & Compliance

• Assist in tracking subcontractor insurance certificates and coordinating with Risk Management/Project Manager for compliance review
• Monitor and ensure compliance with safety standards and regulatory requirements
• For government-funded projects: Manage certified payroll reporting and compliance for projects with prevailing wage requirements (Davis Bacon Act, state-specific labor laws)
• For government-funded projects: Coordinate with ELITE accounting on MWBE/DBE compliance tracking and subcontractor registration in government portals
• For government-funded projects: Monitor weekly certified payroll submissions through Sage and/or CMiC and ensure subcontractor compliance with wage classifications

Stakeholder Coordination

• Act as liaison between home office and jobsite locations, as well as with external contacts, clients, municipalities, and public utilities

• May be required to arrange meetings, clarify and resolve problems, coordinate work, and facilitate related activities to support ELITE Operations
• Maintain positive and courteous relationships with clients, subcontractors, vendors, partners, government representatives, co-workers, and any representatives with which the position has contact

Key Competencies

• Strong verbal and written communication skills for interfacing with subcontractors, owners, and internal teams
• Exceptional attention to detail and ability to manage multiple projects simultaneously
• Strong experience with construction management software (Sage and/or CMiC, Bluebeam, etc.) and MS Office Suite (Excel, Word, MS Project, etc.)
• Working knowledge of accounting software, electronic signature software, and construction management platforms
• Ability to multi-task and be personally accountable for functions associated with the assigned position
• Strong organizational skills and ability to maintain organized group work efforts
• Ownership/ability to follow project checklists and complete tasks throughout the project lifecycle
• Proficient research and communication skills; team player mentality with strong work ethic

Essential Functions of the Job

• Punctual regular attendance is an essential function of the job; in-office presence 5 days per week at ELITE office (Monday through Friday, 8:30am–5:30pm)
• Ability to work a minimum of 40 hours per week, including the possibility of working during "off hours" and/or weekends for special events or unexpected project needs
• Ability to set priorities, multi-task, and be personally accountable for the functions associated with the assigned position
• Periodic visits to construction sites as required by project needs
• Traveling as needed to local and statewide projects, events, and client meetings

Qualifications & Experience

• Bachelor’s degree in construction management, business administration, or related field preferred
• High school diploma with equivalent administrative experience will be considered.
• Two to five (2-5) years of experience in construction coordination, project administration, or related role preferred
• Working knowledge of certified payroll and labor compliance for government-funded projects (preferred for applicable projects)
• General knowledge of the various disciplines and procedures utilized by the construction industry

Skills & Knowledge Requirements

Technical Skills

• Typing and electronic document filing/organization
• Proficiency with construction management software (Sage and/or CMiC, Bluebeam)
• MS Office Suite (Excel, Word, MS Project, Outlook)
• Accounting software and electronic signature software

Industry Knowledge

• Working knowledge of construction documentation processes and workflows
• Understanding of general office procedures and ability to organize and coordinate group work efforts
• Working knowledge of general corporate insurance requirements
• Familiarity with certified payroll reporting systems (for government projects) Knowledge of construction safety standards and compliance

Schedule

• 40 Hour Workweek Minimum
• Office hours: Monday through Friday, 8:30am–5:30pm
• Flexibility required for occasional off-hours, site visits, and project-related events