Project Coordinator/Office Manager

Job Description

We are seeking an organized and proactive Construction Project Coordinator / Office Manager to support both construction project administration and daily office operations for a growing team in West Palm Beach.

This person will work closely with project management, field personnel, subcontractors, and local leadership to keep project documentation organized and ensure administrative processes run smoothly. The role will also provide direct support to senior leadership while helping manage the day-to-day needs of the office.

The ideal candidate is professional, detail-oriented, dependable, and comfortable balancing multiple priorities in a fast-paced construction environment.

Key Responsibilities

Project Coordination

Support project teams with the preparation, tracking, and organization of RFIs and submittals Assist with processing and maintaining documentation related to subcontractor change orders Track subcontract agreements and ensure completed documents are properly filed and maintained Coordinate project closeout documentation, including warranties and required subcontractor materials Maintain accurate and organized project records throughout the lifecycle of active projects Help facilitate communication and documentation between field and project management teams

Office & Executive Support

Coordinate calendars and schedule meetings for senior leadership Prepare and process leadership expense reports Assist with internal meetings, employee events, and other company activities Manage inventory and ordering of general office and marketing materials Provide administrative support to employees and leadership as needed Help maintain an organized, professional, and efficient office environment

Skills and Requirements

3+ years of construction project coordination or similar construction administrative experience preferred

Previous exposure to RFIs, submittals, change orders, subcontract documentation, and project closeout processes is highly preferred

Strong organizational skills with the ability to manage multiple priorities and deadlines

Detail-oriented and proactive with strong problem-solving skills

Comfortable working independently while collaborating with project and administrative teams

Professional and service-oriented communication style

Must be able to work fully on-site, Monday-Friday 8am-5pm in West Palm Beach, Florida Bachelor’s degree in Business, Construction Management, or a related field is preferred but not required

Experience with Procore, Bluebeam, and/or Concur is a plus

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to HR@insightglobal.com.