Project Coordinator - Building Supply

Description

Position: Building Supply Project Coordinator

Reports To: Building Supply General Manager

Department: D16 - Sales

FLSA Status: Full Time, Non-Exempt, Eligible for Overtime

Job Summary:

The Building Supply Project Coordinator Works with the Building Supply Project Manager to provide the vital coordinating link between SCS Building Supply, our internal construction teams, and our external vendors and partners, who all share responsibility for the successful delivery of single and multi-family construction projects. The Building Supply Project Coordinator manages contracts, change orders, oversees project billing, and is responsible for keeping every detail on our building projects throughout the year.

If you excel at keeping projects moving and communicating with purpose, this is the perfect opportunity to elevate your skills and make a real impact!

Duties/Job Responsibilities:

Financial Monitoring & Administration (30%)

• Track and review project expenses, verifying invoices against budget allocations and identifying any discrepancies
• Ensure seamless project billing by validating invoice details, initiating payment requests, and maintaining accurate financial records
• Collaborate with project manager and GM to ensure timely payment processing and adherence to financial protocols

Coordination & Communication (25%)

• Work closely with GM, Project Manager, Site Superintendents, city officials, contractors, and other stakeholders
•  Address field, billing and compliance inquiries and resolve issues promptly or escalate when necessary

Project Documentation & Compliance (25%)

• Review and manage construction contracts, change orders, and related documents
• Maintain organized, accurate records by managing and archiving all project documents for accessibility and audit readiness. This will include inventory of materials
• Track compliance milestones and regulatory deadlines

Data Management & Process Improvement (20%)

• Maintain accurate project data entry, updates, and reports in project management systems
• Conduct research and analyze project metrics to support continuous improvements in project operations
• Collaborate with team members to standardize documentation and reporting practices.
• Coordinate construction warranty processes by managing documentation, communication, and follow-up on warranty-related issues.

Requirements

Qualifications:

Knowledge, Skills and Abilities:

• An associate or bachelor’s degree in construction or business, or, an equivalent combination of education and experience.
• Strong Organizational Skills: Efficiently manage multiple priorities, track deadlines, and maintain project documentation with precision to ensure smooth workflows and project success.
• Heavy Data Entry & Accuracy: Handle large volumes of data entry with exceptional accuracy, ensuring project records, invoices, and schedules are current and error-free.
• Keen Attention to Detail: Maintain a sharp eye for detail when reviewing contracts, change orders, and financial records to prevent errors and maintain compliance.
• Familiarity with accounting or project management software such as Sage Construction Management; Experience with .pdf editing software.
• Experience in the construction industry processes and procedures is a plus
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Excellent written and verbal communication skills, with strong interpersonal abilities to maintain professional relationships
• Strong analytical and problem-solving skills
• Effective time management with the ability to meet deadlines 
• Exceptional documentation management skills
• Strong attention to detail and organizational skills
• Ability to prioritize tasks and adapt to changing project and department needs
• Ability to work independently and collaboratively within a team

Work Schedule:

This position requires the ability to work 40 hours per week during normal business hours of Monday – Friday, with occasional hours outside out of that range as business necessitates.

Work Environment:

Most of this position is in a professional corporate office setting dealing with our Project Managers, Site Superintendents, construction management, vendors, and customers. Occasional in-state travel to active jobsites is required with this position

Physical Requirements:

• Valid driver’s license and reliable transportation.
• Ability to lift and carry up to 40 lbs.
• Ability to sit at a computer desk for long periods of time
• Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person and/or on the telephone

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

S.C. Swiderski (SCS), founded in Mosinee, Wisconsin in 1992 is a fully integrated real estate development company. SCS supports the development, design, construction, management, and maintenance of its portfolio. SCS values quality, trust, integrity, community, and innovation in its people and processes. SCS is committed to continuous growth and enhancing the housing industry by concentrating on providing solutions to housing needs.