Project - Office Coordinator at The Contractor Consultants

Join Our Team as a Project - Office Coordinator!

Job Title: Project - Office Coordinator

Salary: Competitive salary, depending on Experience

Full Job Description

A family-owned subcontractor is seeking a Project - Office Coordinator to join our administrative team. This role is critical in supporting project operations by organizing project documentation, managing communication, and providing administrative assistance to the Controller and project managers. The ideal candidate will have strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced, deadline-driven environment. This is a dual-role, entry-level position that offers opportunities for future advancement within the company.

The ideal candidate should possess strong self-management skills and the ability to work independently, requiring minimal supervision. This role is best suited for someone who can take initiative and efficiently manage their responsibilities, as we prioritize a collaborative environment free from micromanagement.

• Documentation Processing: Prepare and process project commitments, certificates of insurance, township licenses, and other required project documentation.
• Project Management Support

  Process and track project change orders

  
  

• Billing Management

  Assist in preparing and processing monthly project billing packets, including lien releases by utilizing AIA billing and GC online billing software.

  
  

• Mail & Invoice Management: Receive and route incoming mail and invoices to applicable project managers for review and processing.
• Accounts Payable Support: Assist with entering and filing accounts payable, and monitor monthly vendor statements to ensure timely payments.
• Client Communication: Manage inbound calls from current and potential clients, and route calls as necessary to the appropriate department.
• Office Maintenance: Maintain office supplies, ensure the office and kitchen are stocked and organized, and keep the office tidy between professional cleanings.

• Experience: Minimum of 2+ years of experience in an accounting or administrative support role, preferably in commercial construction.
• Technical Skills: Proficiency in Microsoft Outlook, Excel, QuickBooks Desktop, and Adobe PDF.
  • Experience with Procore (or similar software) and AIA billing required
• Communication Skills: Strong verbal and written communication skills to effectively correspond with co-workers, clients, vendors, and subcontractors.
• Physical Requirements

  Ability to bend, stoop, lift, and move up to 25 lbs, and utilize stairs.

  
  

• License: A valid state driver's license and reliable transportation are required.

• Paperless cloud-based payroll, with direct deposit & employee accessible app
• Paid Time Off
• Paid Holidays
• 401k Plan (with weekly employer contributions)
• Medical Plan
• Dental Plan
• Vision Plan
• Life Insurance & Long-Term Disability (company funded)
• Career Development

• Mon - Fri 8:30am to 5:00pm

• Aston, PA, 19014 - Corporate Office (pick up and drop trucks off daily)

We foster a family-like environment where every employee is valued. As an equal opportunity employer, we prioritize diversity in our workforce, recognizing that innovation thrives on varied perspectives. We embrace individuals from diverse backgrounds, including ethnicity, religion, and education, without regard to race, age, gender, or sexual identity.