Commercial Construction Coordinator

Job Title: Project Assistant

Location: Charlotte, NC - 100% on-site

Job Type: Full Time

Reports To: Administrative Services Manager

* MUST HAVE commercial construction industry experience- not just residential! *

Position Summary

We are looking for a detail-oriented and highly organized Project Assistant to support our construction project teams and executive leadership. This role is essential in ensuring the efficient operation and documentation of construction projects, offering a combination of administrative coordination, system management, and communication support. The ideal candidate thrives in fast-paced environments, has strong problem-solving skills, and is ready to be a dependable resource across all phases of the project lifecycle.

Key Responsibilities

Project & Administrative Support

• Provide daily administrative support to project teams and executive staff.
• Organize and maintain electronic project files, meeting coordination, team calendars, and field office mobilization/demobilization.
• Manage office supplies and equipment to ensure smooth operations.
• Coordinate project meetings, catering, and internal events.

Contract & Documentation Management

• Prepare, issue, and track all trade partner agreements:
• Subcontracts (bonded and standard)
• Equipment leases
• Purchase/work orders
• Temporary labor agreements
• Draft and process change orders, substantial completions, and other project forms via DocuSign.
• Maintain compliance and insurance documentation, including Certificates of Insurance, bond riders, and endorsements.

Financial & System Coordination

• Support the pay application process through GCPay:
• Review pay apps and lien waivers
• Submit monthly bundles for approval
• Update and maintain project data in CMiC and GCPay, including contacts, contract values, and change orders.
• Assist with sales tax reporting, MWBE and HUB compliance submissions, and invoice coding.

Technology & Recordkeeping

• Save and organize documentation in OneDrive and CMiC project folders.
• Ensure all system records are current and aligned with field activity and compliance standards.
• Monitor and input trade partner information for accurate Schedule of Values (SOV) entry and payment tracking.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of administrative experience in a professional or construction office environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with Bluebeam is a plus.
• Ability to quickly learn and navigate construction-related software systems.
• Excellent written and verbal communication skills.
• Strong attention to detail, organizational skills, and ability to meet tight deadlines.
• Team player with the ability to work independently when needed.
• Positive, proactive attitude with a customer service mindset.
• Notary certification (or willingness to obtain) required.

Why Join Us?

• Work with a supportive and collaborative project team.
• Gain hands-on experience in a growing construction company.
• Competitive compensation and benefits package.
• Opportunities for professional development and advancement.

Job Title: Project Assistant

Location: Charlotte, NC - 100% on-site

Job Type: Full Time

Reports To: Administrative Services Manager

* MUST HAVE commercial construction industry experience- not just residential! *

Position Summary

We are looking for a detail-oriented and highly organized Project Assistant to support our construction project teams and executive leadership. This role is essential in ensuring the efficient operation and documentation of construction projects, offering a combination of administrative coordination, system management, and communication support. The ideal candidate thrives in fast-paced environments, has strong problem-solving skills, and is ready to be a dependable resource across all phases of the project lifecycle.

Key Responsibilities

Project & Administrative Support

• Provide daily administrative support to project teams and executive staff.
• Organize and maintain electronic project files, meeting coordination, team calendars, and field office mobilization/demobilization.
• Manage office supplies and equipment to ensure smooth operations.
• Coordinate project meetings, catering, and internal events.

Contract & Documentation Management

• Prepare, issue, and track all trade partner agreements:
• Subcontracts (bonded and standard)
• Equipment leases
• Purchase/work orders
• Temporary labor agreements
• Draft and process change orders, substantial completions, and other project forms via DocuSign.
• Maintain compliance and insurance documentation, including Certificates of Insurance, bond riders, and endorsements.

Financial & System Coordination

• Support the pay application process through GCPay:
• Review pay apps and lien waivers
• Submit monthly bundles for approval
• Update and maintain project data in CMiC and GCPay, including contacts, contract values, and change orders.
• Assist with sales tax reporting, MWBE and HUB compliance submissions, and invoice coding.

Technology & Recordkeeping

• Save and organize documentation in OneDrive and CMiC project folders.
• Ensure all system records are current and aligned with field activity and compliance standards.
• Monitor and input trade partner information for accurate Schedule of Values (SOV) entry and payment tracking.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of administrative experience in a professional or construction office environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with Bluebeam is a plus.
• Ability to quickly learn and navigate construction-related software systems.
• Excellent written and verbal communication skills.
• Strong attention to detail, organizational skills, and ability to meet tight deadlines.
• Team player with the ability to work independently when needed.
• Positive, proactive attitude with a customer service mindset.
• Notary certification (or willingness to obtain) required.

Why Join Us?

• Work with a supportive and collaborative project team.
• Gain hands-on experience in a growing construction company.
• Competitive compensation and benefits package.
• Opportunities for professional development and advancement.