Construction Operations Coordinator

Construction Operations Coordinator (Construction)

Location: Maitland, FL
Reports to: General Contractor/Director of Construction
Employment: Full-time, exempt

Role Summary

The Construction Operations Business Coordinator is the control tower between field and office—owning contracts, scheduling, permitting, vendor/sub coordination, RFIs/COs, billing, budget tracking, and closeout. You’ll standardize processes, keep data clean, and ensure projects move from bid to closeout without friction.

Key Responsibilities

Contracts, Change Management & Documentation

• Manage all contract documents from award to closeout; maintain current, fully executed files.


• Manage all change orders (owner and subcontractor): create, route, collect signatures, and maintain paperwork.


• Draft, route, and track RFIs, submittals, and addenda; maintain accurate document control on SharePoint/Procore.


• Create bid packages for each job and coordinate distribution, questions, and addenda.


• Assemble closeout packages (O&M manuals, warranties, as-builts, punch lists).

Scheduling, Coordination & Field Progress

• Create full Gantt chart schedules for each project; maintain the master and weekly look-ahead schedules.


• Call each subcontractor/vendor to coordinate manpower, deliveries, and inspections per the schedule.


• Walk each job regularly to verify progress against schedule, quality, and safety standards; document with notes/photos and update punch/snag items.


• Escalate poor subcontractor performance and non-compliance to the GC/PM; track corrective actions, potential back-charges, and cure timelines.


• Lead weekly ops huddles; publish agendas, action items, and schedule updates to stakeholders.

Compliance

• Maintain compliance documentation: COIs, licenses, OSHA, NOIs, and safety packets.

Client Turnover & Closeout

• Conduct pre-turnover and client walkthroughs at delivery; create the punch list of open items, assign owners/dates, and drive to completion.


• Confirm acceptance/sign-off; compile and deliver full closeout packages.

Financials, Billing & Cost Control

• Review and approve all subcontractor invoices for payment against contract/PO and verified work in place.


• Create budgets for each project; monitor actuals vs. budget and flag variances early.

Sub/Vendor Management & Procurement

• Issue bid invites; evaluate scopes and proposals; maintain the preferred vendor list.


• Manage subcontractor paperwork (contracts, GL/General Liability, WC/Workers’ Comp, W-9s, lien waivers) prior to mobilization.


• Create and track POs/subcontracts; verify insurance/compliance before site access.

Qualifications

• 3+ years in construction operations, project coordination, or PMO support.


• Working knowledge of contracts, RFIs, submittals, change orders, AIA billing, lien releases, and COIs.


• Proficiency with Procore/Buildertrend (or similar), Smartsheet/Excel, Bluebeam, and SharePoint/OneDrive.


• Strong scheduling, document control, and communication skills; detail-driven and deadline-reliable.


• Nice-to-have: OSHA-10/30, Florida permitting experience.

Success Metrics (KPIs)

• Schedule updates & meeting notes: 100% on time weekly.


• Permit cycle time: submittal → approval within target (set per jurisdiction).


• CO turnaround: request → execution ≤ 10 business days.


• Sub/vendor onboarding lead time: ≤ 5 business days; compliance docs current ≥ 98%.


• Invoice cycle time: subs reviewed/approved within 5 business days; client billing monthly on schedule.


• Budget variance: ≤ 2% on controllable cost lines; document accuracy ≥ 99%.


• Closeout: client punch list cleared and sign-off ≤ 30 days from substantial completion.

Working Conditions & Benefits

• Office + field coordination; regular site walks and jurisdiction trips.


• Typical M–F; periodic early/after-hours for inspections or turnovers.


• Competitive pay, healthcare, PTO.