Assistant Project Coordinator

Provide essential administrative and project support to the Construction Division. This entry-level role is designed for individuals interested in learning the landscape construction industry from the ground up. You will assist with documentation, basic procurement, file management, communication, and general office support to ensure smooth project operations. Work is performed under close guidance from Project Coordinators, Project Managers, and the Construction Division Manager.

ESSENTIAL FUNCTIONS:

• Assist with requesting job numbers and organizing contract documents.
• Help track contract status and file fully executed documents in Procore.
• Collect and file COIs, safety documents, and preliminary compliance paperwork.
• Support the preparation of lien notices and subcontractor packets under supervision.
• Maintain updated MSDS sheets and assist with assembling basic safety documentation.

• Create and maintain basic project folders in Procore and Acumatica.
• Upload plans, RFIs, ASIs, schedules, and other project documents as directed.
• Assist with copying and distributing plans to field teams.
• Help maintain job boards, tracking sheets, and office systems for schedules, deliveries, and rentals.
• Support data entry for job cost tracking and buyout spreadsheets.
• Assist with gathering quotes, reviewing take-offs, and preparing material lists for PM/PC II review.
• Issue purchase orders and process purchases with guidance.
• Track deliveries
• Assist with coordinating mobile minis, dumpsters, porta potties, and other site needs.

• Assist with reconciling credit card receipts and organizing expense documentation.
• Support accounts payable by gathering missing invoices, coding basic items, and routing for approval.
• Help run simple reports (CWIP, billing summaries) under supervision.

• Attend internal meetings as needed (pre-construction, superintendent meetings, admin meetings).
• Take notes, track action items, and follow up on assigned tasks.
• Communicate with PMs, superintendents, and field teams to relay information and gather documentation.
• Coordinate with IT for basic tech support requests.

• Assist with assembling O&M manuals, warranty letters, and as-built documentation.
• Help track punch list items and gather required closeout documents.
• Support archiving project files and updating Y drive (WA) or V drive (OR)

QUALIFICATIONS AND REQUIREMENTS

• Some administrative, construction, or office support experience preferred.
• Strong organizational skills and attention to detail.
• Basic proficiency in Microsoft Office; willingness to learn Procore, Acumatica, and other tools.
• Learn to read plans, specifications, and project documents.
• Strong communication and customer service skills.
• Bilingual English/Spanish preferred.
• Interest in career growth within construction operations.

Pre‑Employment Requirements

All candidates must be able to successfully pass a pre‑employment drug screen, criminal background check, and must have a clean driving record that meets company insurance requirements.