Construction Project Coordinator

Aquent is proud to partner with a leading organization at the forefront of corporate and retail construction, dedicated to crafting innovative and highly functional spaces. This company is renowned for its unwavering commitment to excellence, consistently delivering high-quality projects that profoundly shape its physical presence and significantly enhance operational capabilities. By joining this dynamic team, you will directly contribute to strategic growth and operational success across diverse construction initiatives, making a tangible and impactful difference on critical infrastructure projects that define the company's future.

About the Opportunity

Step into a pivotal role where your exceptional organizational prowess and keen eye for detail will directly drive the successful execution of dynamic corporate and retail construction projects. As a key liaison, you will be instrumental in ensuring that vital projects are delivered safely, precisely on schedule, and meticulously within budget, directly influencing the strategic expansion and enhancement of the company's operational footprint. This is an exciting chance to become the administrative and financial backbone of diverse construction initiatives, providing essential support that underpins every project's success from its initial concept to final completion, allowing you to see the direct impact of your contributions.

What You'll Achieve

Your expertise will be crucial in coordinating complex construction projects, ensuring seamless operations, and enabling the timely delivery of key initiatives. You will:

• Provide comprehensive administrative, financial, and project coordination support for a variety of corporate and retail construction projects.
• Serve as a central point of contact, fostering essential collaboration among Project Managers, Design teams, Real Estate, Technology, Facilities, General Contractors, consultants, and vendors.
• Support Project Managers throughout all critical phases of construction, from detailed planning and efficient execution to thorough closeout procedures.
• Coordinate essential project activities and assist with critical startup tasks, including streamlined vendor onboarding and meticulous document collection.
• Facilitate efficient procurement processes by assisting with quote collection and accurately entering approved quotes into the purchasing system.
• Reconcile project budgets and costs with precision to ensure complete financial accuracy and transparency.
• Maintain meticulously organized project files and records, ensuring all documentation is accurate, current, and easily accessible within electronic folders.
• Assist with the preparation and processing of purchase requisitions, purchase orders, work orders, contract amendments, and vendor agreements.
• Coordinate the collection and thorough review of vendor insurance certificates and supporting documentation, verifying full compliance before contract execution.
• Track project commitments, invoices, budget allocations, and expenditures, and actively assist with processing contractor pay applications and vendor invoices.
• Support the detailed review and documentation of change orders, prepare comprehensive financial reports, and closely monitor project costs to proactively identify potential budget concerns.
• Track critical project milestones, key deliverables, and essential dates, including long-lead procurement items and their delivery schedules.
• Coordinate essential project reporting and dashboard updates to keep all stakeholders fully informed and aligned.
• Assist with punch list tracking and resolution, and coordinate the comprehensive collection of all closeout documentation, such as as-built drawings, warranties, O&M manuals, training documentation, and final lien releases.
• Support the smooth and efficient turnover of completed projects to Facilities and operational teams.
• Ensure strict adherence to company policies, procurement standards, audit requirements, and established project management procedures.
• Track required approvals, maintain comprehensive supporting documentation, and assist with project audits, compliance reviews, and vendor performance reporting.

What You'll Bring

We are seeking a highly organized and detail-oriented professional with a passion for project coordination in a fast-paced and dynamic environment. Your contributions will be vital to the success of diverse construction initiatives.

Must-Have Qualifications

• 3-5 years of direct experience in construction, project coordination, contract administration, or project support.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience with Microsoft Project or equivalent project scheduling software.
• Demonstrated strong document management and reporting capabilities.
• Exceptional organizational skills and meticulous attention to detail.
• Strong verbal and written communication skills, with the ability to articulate complex information clearly and concisely.
• Proven ability to manage multiple priorities simultaneously in a dynamic environment.
• Strong problem-solving and analytical skills to navigate project challenges effectively.
• A customer service mindset with a collaborative approach, fostering positive relationships with internal and external stakeholders.
• Ability to work effectively with cross-functional teams and external vendors.
• Familiarity with the construction project lifecycle and project delivery processes.

Nice-to-Have Qualifications

• Bachelor's degree in Construction Management, Engineering, Architecture, Project Management, Business Administration, or a related field.
• Experience supporting corporate interiors, retail, commercial construction, or real estate projects.
• Experience with procurement, contract management, or project management systems.