Construction Project Coordinator (Rochester, NY)

Livingston Associates has partnered with an established electrical company, made up of highly skilled, capable individuals who are looking to add a construction project coordinator to their growing team!


This will be a full time, temporary to permanent opportunity in Rochester, NY.

Position Summary:
This role plays an important part in maintaining accurate records, supporting project teams and branch operations, and ensuring administrative processes are completed accurately, timely, and efficiently.

Project Administration – 50%

• Provide administrative support to Project Managers throughout the project lifecycle, submittals, RFIs, proposals, change orders, cost events, and other project requirements.
• Collaborate with Project Managers on accurate project logs, schedules, cost reports, contract documents, and other project records.
• Coordinate project-related documentation and technical materials with Project Managers, vendors, subcontractors, and other project stakeholders.
• Assist Project Managers with contracts and insurance related documentation.
• Create subcontract agreements and manage contracts, NDAs, change orders, purchase orders, and related documentation.
• Maintain internal and subcontractor insurance certificates and coordinate annual renewals.
• Support project closeout processes, including collecting required documentation and assembling project closeout packages.
• Assist with project reporting, including projected cost reports, schedules, status reports, manpower reporting, and other management reports.
• Coordinate bonding requirements and documentation, including bid, payment, performance, maintenance, and change order bonds.
• Prepare, proofread, coordinate the submission of bid documents, qualification forms, quotes, and quote letters.
• Collect, compile, and organize information from Project Managers and Estimators for weekly management reporting and review.

Accounting Administration – 25% 

• Process and track vendor and customer invoices, including invoice preparation, coding, entry, approval, payment verification, and follow-up.
• Manage accounts payable activities, including vendor statement reconciliation, discrepancy resolution, payment terms, and maintaining accurate account records.
• Support project cost coding and tracking and reconcile financial discrepancies.

Operational Support – 25% 

• Maintain office supplies and coordinate replenishment.
• Manage incoming and outgoing mail and deliveries, including sorting and distributing mail, and coordinating outgoing shipments.
• Answer the main office door and greet visitors, vendors, and deliveries.
• Coordinate internal and external company events, including luncheons, trainings, and other activities.

Qualifications:

• 2+ years of experience in project administration, office administration, accounting administration, or a related field.
• Associate degree preferred, but equivalent education and experience will be considered.
• Construction industry experience preferred, particularly experience supporting construction projects, contractors, subcontractors, or project management teams.
• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks and deadlines.
• Excellent written and verbal communication skills with a high level of professionalism and attention to detail.
• Comfortable working in a fast-paced environment where priorities may shift and multiple projects require attention simultaneously.
• Experience with Bluebeam and/or construction project management or accounting software preferred.
• Ability to maintain confidentiality and exercise sound judgment when handling financial, project, and company information.

Compensation:

• $25.00-$32.00 per hour based on experience

Benefits:

• Health, Dental and Vision plan coverages
• 401k retirement plan
• Paid time off, sick time and holidays
• Training opportunities