Assistant Project Coordinator

About the Role

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 under close guidance. The position reports to Project Coordinators, Project Managers, and the Construction Division Manager and involves tracking contract status, maintaining project folders, uploading documents, and supporting data entry and cost tracking. Additional duties include coordinating site logistics, handling purchase orders, reconciling expenses, and assisting with project closeout documentation. • Request job numbers and organize contract documents. • Track contract status and file fully executed documents in Procore. • Collect and file COIs, safety documents, and preliminary compliance paperwork. • Prepare lien notices and subcontractor packets under supervision. • Maintain updated MSDS sheets and assemble basic safety documentation. • Create and maintain basic project folders in Procore and Acumatica. • Upload plans, RFIs, ASIs, schedules, and other project documents as directed. • Copy and distribute plans to field teams. • Maintain job boards, tracking sheets, and office systems for schedules, deliveries, and rentals. • Enter data for job cost tracking and buyout spreadsheets. • Gather quotes, review take‑offs, and prepare material lists for review. • Issue purchase orders and process purchases with guidance. • Track deliveries and coordinate mobile minis, dumpsters, and porta‑potties. • Reconcile credit card receipts and organize expense documentation. • Support accounts payable by gathering missing invoices, coding basic items, and routing for approval. • Run simple reports (CWIP, billing summaries) under supervision. • Attend internal meetings, take notes, track action items, and follow up on assigned tasks. • Communicate with project managers, superintendents, and field teams to relay information and gather documentation. • Coordinate with IT for basic tech support requests. • Assemble O&M manuals, warranty letters, and as‑built documentation. • Track punch list items and gather required closeout documents. • Archive project files and update shared drives (Y drive WA, V drive OR).

Key Responsibilities

• ▸procore management
• ▸data entry
• ▸purchase orders
• ▸document upload
• ▸cost tracking
• ▸closeout docs

What You Bring

Candidates should have some administrative or construction support experience, strong organizational and communication skills, and basic Microsoft Office proficiency. Bilingual English/Spanish is preferred, and applicants must pass pre‑employment screenings and maintain a clean driving record. The role offers opportunities for career growth within construction operations. • Preferred qualifications: some administrative or construction support experience, strong organizational skills, attention to detail, basic Microsoft Office proficiency, willingness to learn Procore and Acumatica, ability to read plans and specifications, strong communication and customer service skills, bilingual English/Spanish preferred.

Requirements

• ▸administrative
• ▸organizational
• ▸microsoft office
• ▸procore
• ▸acumatica
• ▸bilingual

Work Environment

Onsite