Project Coordinator - Mid-Level

Location: Westlake, TX Salary: $25.00 USD Hourly - $27.00 USD Hourly Description:
Project Coordinator - Construction & Facilities (Mid-level)

Role Type: 12+ Months Contract

Location: Hybrid | Westlake, TX; Phoenix, AZ; Orlando, FL; or San Francisco, CA

About the Role

As a Construction Project Coordinator, you will provide administrative, financial, and operational coordination to support enterprise corporate facilities and commercial construction initiatives. In this role, you will act as a central communication hub and liaison between Project Managers, Architecture & Design teams, Corporate Real Estate, IT/Technology partners, Facilities Operations, General Contractors, consultants, and external vendors.

Your mission is to ensure capital improvement, corporate interior, and retail construction projects are executed smoothly-delivering on time, within approved budgets, and in full alignment with quality, safety, and compliance governance standards.

Key Responsibilities

1. Project Coordination & Lifecycle Administration

• Partner directly with Construction Project Managers across all project phases, from initiation through post-construction turnover.
• Coordinate active workflows and communication channels among cross-functional internal teams, engineering consultants, general contractors, and trade suppliers.
• Drive project kick-off and onboarding activities, ensuring prompt collection of vendor documentation and compliance prerequisites.
• Gather estimates, proposals, and bids; input approved quotes into internal procurement and Purchase Order (PO) management platforms.
• Lead ongoing financial cost reconciliation to align active spending with allocated project budgets.

2. Document Control & Information Management

• Establish and maintain structured, auditable electronic project archives in compliance with corporate document retention policies.
• Upload, organize, and manage version-controlled files across designated digital project repositories.
• Audit and verify that project records, submittals, logs, and meeting minutes remain up to date, complete, and easily accessible to project stakeholders.

3. Procurement & Contract Management Support

• Coordinate the drafting, submission, and routing of critical procurement and contracting deliverables, including:
• Purchase requisitions and formal Purchase Orders (POs)
• Work orders and Statements of Work (SOWs)
• Contract amendments, extensions, and revisions
• Master Service Agreements (MSAs) and vendor contracts
• Collect, review, and track Certificates of Insurance (COIs), W-9s, and required compliance paperwork prior to formal contract execution.

4. Financial Tracking & Budget Controls

• Track project commitments, purchase orders, active expenditures, and budget line-item allocations.
• Review contractor pay applications (AIA or equivalent), vendor invoices, and lien waivers for accuracy against milestones before routing for payment approval.
• Support the intake, evaluation, logging, and documentation of change order requests.
• Generate recurring budget health reports, variance analyses, and financial dashboards; proactively highlight potential cost overruns to Project Managers.

5. Schedule Management & Project Controls

• Monitor baseline project milestones, critical path activities, and key delivery dates.
• Track the lead times and delivery schedules of long-lead procurement materials and equipment to prevent site delays.
• Maintain and update project status dashboards and executive-level progress reports.

6. Site Closeout & Operational Handover

• Manage the logging, tracking, and resolution verification of site punch list items.
• Assemble comprehensive closeout packages, including:
• As-built drawings and architectural record sets
• Manufacturer equipment warranties and guarantees
• Operations & Maintenance (O&M) manuals
• Facilities and staff training documentation
• Final unconditional lien releases and closeout affidavits
• Coordinate final physical turnover to on-site Facilities Management and operational stakeholders.

7. Compliance, Audit & Governance

• Enforce adherence to internal operating policies, standard procurement workflows, audit controls, and standard operating procedures (SOPs).
• Track required stage-gate approvals and preserve full audit trails for internal and external reviews.
• Assist with vendor scorecards, performance evaluations, and recurring compliance audits.

Qualifications

Minimum Qualifications

• Education: Bachelor's degree in Construction Management, Civil/Structural Engineering, Architecture, Project Management, Business Administration, or a related discipline (or equivalent practical experience).
• Experience: 3-5 years of progressive experience in construction project coordination, project administration, contract management, or capital project support.
• Technical Skills:
• Proficiency in Microsoft Office Suite (advanced Excel, Word, PowerPoint, Outlook).
• Working knowledge of project scheduling applications (e.g., Microsoft Project, Primavera P6, or Smartsheet).
• Hands-on experience navigating enterprise ERP, procurement, and project management platforms (e.g., Procore, SAP, Oracle, Coupa, or similar).

Preferred Qualifications

• Experience supporting corporate tenant improvement (TI), corporate interior buildouts, retail rollouts, or commercial real estate renovation programs.
• Demonstrated understanding of standard construction project delivery methods, contract types, and project lifecycle milestones.
• Familiarity with construction accounting principles, pay applications, change order workflows, and lien waiver processes.

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