Construction Operations Coordinator

The Construction Operations Coordinator provides administrative and operational support to the Construction Management team and helps keep projects organized from initial setup through completion. This position is responsible for coordinating contracts, financial paperwork, project files, reporting, and closeout documentation so Project Managers can remain focused on project planning and execution. The role supports numerous projects simultaneously, often at different stages and in multiple markets. The successful candidate will be highly organized, responsive, detail-oriented, and comfortable balancing competing priorities.

• Partner with legal counsel and the Construction Management team in preparing, processing, and maintaining AIA contracts, master agreements, and Notices to Proceed.
• Review lease documents, AIA contracts, and master agreements to identify and understand information relevant to individual construction projects.
• Coordinate exhibits, schedules, and supporting documentation needed for contracts and prospective deals.
• Assist with reviewing and interpreting bid information submitted by contractors and vendors.
• Request project numbers and coordinate the internal setup of new projects.
• Obtain, monitor, and review Certificates of Insurance for vendors working with the department.
• Review contractor pay applications and vendor invoices for alignment with contractual terms and current payment status.
• Enter pay applications and invoices into the company's internal billing system.
• Track project change orders and maintain corresponding internal project records.
• Prepare purchase work orders and invoices associated with tenant-related work when needed.
• Coordinate the preparation and distribution of project communications to appropriate internal and external parties.
• Arrange utility setup for newly acquired or developed properties.
• Obtain and track required closeout materials from general contractors and other agencies, including OEM manuals, as-built drawings, warranties, and related documentation.
• Organize and coordinate project files for archiving following completion.
• Monitor and invoice construction management fees and provide support with annual forecasting.
• Produce recurring project reports and dashboards used by management.
• Maintain tracking of applicable expiration and renewal dates.
• Update reports for active jobs on a bi-weekly basis.
• Maintain current versions of standard contract templates, Master Agreements, and Notices to Proceed.
• Coordinate the execution of documents and assist with a potential transition to electronic signature platforms.
• Organize and prioritize daily and weekly responsibilities to meet project and department deadlines.

• Bachelor's degree and 3+ years of experience in construction administration, project administration, commercial construction, or a related field preferred.

• Experience using Yardi for budgeting, reporting, and bill payment is strongly preferred.
• Ability to maintain a working knowledge of active projects and their current status.
• Ability to create and manage Microsoft Excel spreadsheets with varying levels of complexity.
• Ability to create and modify Gantt charts in Microsoft Project to track project timelines and tasks.
• Ability to maintain organized documentation within the company's established file structure.
• Exceptional organizational skills and the ability to simultaneously support multiple Project Managers and projects.
• Strong written and verbal communication skills.
• Demonstrated ability to work independently while maintaining accuracy, responsiveness, and consistent follow-through across multiple Project Managers.