Project Coordinator

Project Coordinator
352.333.3233 |
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Concept Companies is an innovative, unconventional and exceptional company, with a collaborative, bold and dynamic team that share a passion for supporting the communities where we build, work and live.

Theory Construction, a division of Concept Companies, is looking for an organized, effective, multi-tasker to be our Project Coordinator.


This position assists the project manager and/or estimator while acting as a liaison between the field and office. There will be multiple projects at any given time. Strong organizational skills and the ability to multi-task are imperative in this position.


+ Assist the project manager and/or the Director of Operations on multiple projects.

+ Upload the current set of documents to the server and to PlanGrid.

+ Scan and distribute a complete set of permit documents to the field, superintendent, and either the office or field (for subcontractor use).

+ Request, receive, process and distribute submittals in a timely manner.

+ Process all RFI’s (Request for Information) until answered. Distribute to the appropriate parties.

+ Process the Owner pay application (monthly). Collaborate with the project manager for percentages complete, change orders, and stored materials.

+ Follow through with the Owner pay application approval process and once approved, submit to the Owner. Track Owner payments due and received on a Master Monthly Billing Spreadsheet.

+ Process all subcontractor pay applications. Ensure that all subcontractor/supplier lien releases, signed subcontract agreements, change orders, etc. are in order each month prior to submitting their pay request to the project manager.

+ Ensure that all insurances for active subcontractors are current.

+ Prepare meeting minutes including OAC (Owner, Architect, Contractor) meetings. Participate
and document the on-site pre-construction meeting as well as the internal pre-construction meeting.

+ Assist the Project Manager in preparing weekly reports and monthly reports.

+ Maintain a change order proposal log. Follow up with the project manager until all COP’s have been addressed.

+ Prepare all close-out books and distribute.

+ Ensure that the as-built drawings are complete and distributed appropriately.

+ Receive all warranty requests and notify the appropriate Project Manager. Follow through to make sure the work has been completed to the satisfaction of the Owner (preferably via email).

+ With the PM’s approval, “dead file” the closed project. Ensure that the file boxes are labeled and taken to storage.

+ Receive phone calls on behalf of the project manager when appropriate.

+ Assist the preconstruction department (Chief Estimator, Senior Estimator, Estimator) in projects that are bidding.

+ Assist the assigned estimator and/or Project Manager during the preconstruction phase of construction management or design-build project.

+ Assist the preconstruction department (when acting as the developer) in obtaining Hazardous Material Investigation Reports, FDEP requirements and Geo-Technical Reports.

+ Assist the Estimator in obtaining Bid Bond, Insurance, and P&P Bonds, when required.


+ High School Diploma or equivalent

+ AA Degree (Preferred)

+ 50 wpm typing – minimum

+ Computer literate (MS Office programs preferred)

Key Competencies

+ Integrity/Trust, Work Standards

+ Teamwork

+ Concern for Detail

+ Communication

+ Planning, organizing and multitasking

+ Professional/Technical Knowledge

Additional Requirements

10% Travel

0% Heavy Lifting

0% Heavy Equipment Operation

90% Office

Your benefits package consists of

+ Medical, Dental, Vision and Disability Coverage
+ Paid Holidays and Vacation Time
+ Retirement Account with Employer Match
+ Competitive Salary

Job Type Full-time

Reports to Director of Construction

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