Project Controls Coordinator

The Project Controls & Operations Coordinator provides critical administrative and operational support throughout the construction project lifecycle from proposal development through contract completion.

This role does not directly manage projects but supports Project Management Preconstruction Operations Purchasing Business Development and Accounting by maintaining project controls documentation systems and processes.

The position is responsible for ensuring project information is accurate organized and up to date while supporting financial controls change management compliance reporting and fleet/asset coordination.

• Support project teams with project setup documentation reporting and administrative processes.
• Set up and maintain Procore project tools workflows budgets commitments contracts invoicing and distribution lists.
• Maintain project budgets budget snapshots and change documentation.
• Coordinate insurance bonding compliance and other required project documentation.
• Monitor project task lists and follow up on outstanding items.
• Support Business Development and Project Management with project controls and reporting.

• Maintain fleet and asset tracking systems including availability reservations inbound/outbound status repair costs and asset values.
• Coordinate fleet information and updates with Operations Marketing and Accounting.
• Maintain current asset documentation photos building scopes and related information in SharePoint and Procore.
• Process fleet reservation requests and create work orders and inspections.
• Coordinate with Operations to ensure fleet-related tasks and inspections are completed accurately and on schedule.

• Maintain accurate change order logs including pending approved and rejected changes.
• Ensure change orders include required backup documentation cost details and schedule impacts.
• Provide Project Management with visibility into change status documentation gaps and potential cost or schedule exposure.

• Track project-specific insurance safety subcontractor and compliance documentation.
• Support HR and Project Management with required security and project forms.
• Serve as a central administrative coordination point between Project Management Accounting Operations and other internal teams.
• Coordinate client warranty/service kick-off meetings and internal post-project/lessons-learned meetings.
• Maintain professional communication with clients subcontractors vendors and internal teams.

• Associate or bachelors degree in Construction Management Business Administration or related field preferred.
• 5 years of construction administration project coordination or related experience.
• Experience with Procore and Sage required; HubSpot experience preferred.
• Knowledge of construction contracts change orders AIA documents and construction terminology.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office particularly Excel Word and Outlook.
• Ability to work independently while supporting multiple project teams.
• Professional positive team-oriented approach.