The Role
Supports project teams by coordinating documentation, maintaining project logs and files, tracking contracts/insurance/subcontractor paperwork, preparing bid and close-out materials, assisting with submittals/RFIs/change orders, scheduling and meeting coordination, and helping maintain project schedules and weekly reports. Provides administrative and field operations support across multiple projects.
Summary Generated by Built In
Skyline is Building Better Together
Come join us at Skyline Construction, a leader in commercial interior construction founded in 1996. Today, Skyline operates multiple offices located throughout Illinois, California, and Washington. Skyline is 100% employee-owned, and has been recognized as one of Inc. Magazine’s Best Workplaces for the past 5 years. We believe that we are “building better together.”
What’s in it for you?
The Project Coordinator provides support to improve operational processes and procedures; professionally and accurately coordinates project-related documents; establishes and maintains project files to ensure document control throughout the cycle of a project. This role is an integral position that offers great first hand experience in the construction industry. You will interact with all levels within the operations team and work on multiple fast paced projects throughout the course of a year.
Duties and Responsibilities
- Project Preparation and Set-Up
- Assist Project Team with preparation of bid documentation, as necessary.
- Plot and /or order and distribute plans.
- Prepare for Project Team review, all Subcontractors. Issue and track the execution of Subcontracts.
- Assist Project Team in setting up new job profiles in Timberline.
- Assist Project Team in preparing Subcontractor Lists.
- Assist Project Team in setting up Submittal Logs, Shop Drawings Logs, Drawing Logs, Request for Information (RFI) logs, Change Order Request and Change Order Logs, etc.
- Assist Project Team in preparing letters of intent/subcontracts/requests for insurance as needed.
- Project Preparation and Close-Out
- Track insurance, contracts, bid bond and performance bonds.
- Assist Project Team in obtaining documents and preparing Close-Out binders for the projects.
- Assist Project Team in tracking Subcontractor / Vendor invoicing.
- Project Management / Field Operations
- Coordinating project meetings and taking Minutes of Meeting for same.
- Assist with maintaining of Project Logs.
- Assist in the evaluation and validation of change orders.
- Assist in development and maintaining of Master Project Schedule.
- Assist with development of On Screen Takeoff (OST) drawings as required.
- Assist with preparation of Weekly Reports.
Qualifications
- Working knowledge of Microsoft Suite including Outlook, Word and Excel and able to create basic documents and spreadsheets
- Familiarity with DocuSign
- Willingness to learn database management, experience with Procore preferred
- Excellent written and verbal communication skills
- Previous experience working in an administrative or receptionist role preferred
- Tenant Improvement Construction experience a plus
Desired Skills
- Superb organization skills; must be able to adopt current organizational system with the ability to retrieve and deliver required information efficiently
- Careful attention to detail
- Identify and prioritize tasks based on importance and deadlines
- Must have outstanding time management; responsible for coordinating multiple large scale projects at once
- Flexibility: ability to adapt to changes quickly with short notice
- Must be able to multitask and establish priorities with an effective course of action
- Must be self-sufficient and a self-starter who is flexible and willing to modify plans when necessary
- Have the ability to accomplish routine tasks
- Is a team-player who works well with others; takes time to help coworkers, clients and subcontractors
- Problem solving: ability to use resources and gather information to effectively find a solution
Perks and Benefits
- Employee Stock Ownership Plan (ESOP)
- Discretionary Bonus Plan
- Competitive Medical Insurance plan options, including an HSA plan with Company deductible contributions.
- Dental Insurance
- Vision Insurance
- 401K Plan Matching
- Paid Vacation
- Life Insurance
- Flexible Spending Account (FSA)
- Gym reimbursement program
- Ability to enroll in various voluntary benefits (Pet Insurance, Identity Theft Protection, Legal Assistance and more.)
Skills Required
- Working knowledge of Microsoft Outlook, Word, and Excel; able to create basic documents and spreadsheets
- Familiarity with DocuSign
- Willingness to learn database management
- Experience with Procore
- Excellent written and verbal communication skills
- Previous experience in an administrative or receptionist role
- Tenant improvement construction experience
- Superb organization skills and ability to retrieve and deliver information efficiently
- Strong attention to detail
- Ability to prioritize tasks and manage time across multiple projects
- Flexibility and adaptability to change on short notice
- Ability to multitask, be self-sufficient, and a team player
- Problem solving using available resources and information
Am I A Good Fit?
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The Company
What We Do
Skyline Construction is a 100% employee-owned general contractor specializing in large-scale commercial interior construction. As a people-first organization, they deliver creative and efficient environments for commercial offices, life science, healthcare, and hospitality projects. They provide high-quality services in project management, accounting, and marketing to turn mundane spaces into stunning, high-efficiency professional environments.
