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Concept Companies

Project Coordinator

Construction – Gainesville, Florida
Department Construction
Employment Type Full-Time
Minimum Experience Entry-level


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 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 is current.
  • Prepare meeting minutes including OAC (Owner, Architect, Contractor) meetings. Participate and document the on-site preconstruction 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 a 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)


  • Integrity/Trust, Work Standards
  • Teamwork
  • Concern for Detail
  • Communication
  • Planning, organizing and multitasking
  • Professional/Technical Knowledge


10 %        Travel

0   %       Heavy Lifting

0   %       Heavy Equipment Operation

90 %       Office




  • Medical, Dental Coverage
  • Paid Holidays and Vacation Time
  • Retirement Account with Employer Match
  • Food Truck Fridays
  • Team Happy Hours
  • Competitive Salary
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  • Location
    Gainesville, Florida
  • Department
  • Employment Type
  • Minimum Experience
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