A commercial construction and building services company is looking for a Project Documentation & Service Support Coordinator to help keep field operations organized and project paperwork moving. This role is well suited to someone who enjoys working behind the scenes to coordinate project details, track documentation, and support communication between field teams, project managers, and customers. You’ll play an important role in keeping records current and helping teams stay ahead of deadlines. Construction administration or project support experience is preferred, but strong coordination skills and a willingness to learn project-specific systems may also translate well.
Key Responsibilities
- Maintain project folders, contracts, change orders, work orders, and supporting documents.
- Track insurance certificates, subcontractor paperwork, permits, and other required project records.
- Coordinate field schedules, site visits, service appointments, and customer notifications.
- Follow up with project managers and subcontractors regarding missing documentation or approvals.
- Prepare project status trackers, meeting notes, and administrative reports.
- Assist with purchase orders, vendor records, and invoice backup documentation.
- Monitor project milestones and flag overdue paperwork or upcoming deadlines.
- Organize closeout documentation, including warranties, service records, and completion forms.
- Update project management systems and shared spreadsheets.
- Respond to routine customer and vendor inquiries and direct technical questions to the appropriate team.
- 2+ years of experience in project coordination, construction administration, service operations, or document control.
- Familiarity with construction paperwork, work orders, or subcontractor documentation preferred.
- Strong Microsoft Excel and document management skills.
- Excellent attention to detail and ability to manage multiple active projects.
- Clear communication skills and comfort coordinating with field personnel.
- Ability to follow established processes while proactively identifying missing information.