Project Coordinator, Construction

The Construction Project Coordinator / Office Manager will primarily provide support to the BMS Construction Operations team through a variety of tasks related to organization, communication, and results delivery. This person will also serve as Office Manager to the Denver office.

This is a multi-faceted position that encompasses multiple priorities for a variety of operational tasks and projects. You will report to the Manager of Project Coordination while supporting the Operations, BMS Construction team. You will help set up and initialize projects; track statuses, updates, and changes; and work as an additional POC as needed within respective project teams to exceed expectations and ensure successful operational delivery and drive revenue as a department.

• Serve as a dedicated organizational resource for performance of BMS Construction Operations, including maintenance/upkeep for specific projects/accounts: adding project sites, updating dates for PM’s: communicating billings to accounting.
• Manage project documentation as needed: COI's, PCA forms, Project Setup forms.
• Schedule team meetings, as needed, and take meeting notes to support important discussions and action items.
• Keep data reporting updated as accurately as possible, seeking out updates proactively.
• Run reports as needed out of Mantis Perform or other databases for Operations team members.
• Monitor budgeted vs actual project hours/revenue for strategic accounts and support operational decisions as needed; liaise between PMs and accounting to share information.
• Assist Project Accounting with operational questions/updates and prepare necessary information as needed.
• Where applicable, establish and implement process changes with the assistance of Project Managers and Construction leaders for better project execution.
• Aid with project documentation for all phases of projects on-time and in accordance with pre-established formats in order to pass all project documentation reviews with client. This will include but not limited to project set-up forms, budgets, schedules, tracking progress, meeting action items, change orders/financial funding requests, and status reports.
• Ensures Construction project documents are complete, current, and stored appropriately.

• Manage daily office operations in Denver that include supplies, equipment, mail, and vendor coordination to ensure a clean, organized, and efficient workspace.
• Serve as the first point of contact for visitors, deliveries, and general inquiries; maintain a professional and welcoming front office presence.
• Support leadership and project teams with administrative tasks such as calendar scheduling, travel arrangements, and meeting coordination.
• Coordinate and book corporate travel for team members, including flights, hotels, rental cars, and itineraries, ensuring cost-effectiveness and efficiency.
• Coordinate onboarding logistics for new hires including desk setup, IT coordination, and training material preparation.
• Track and reconcile office expenses, submit invoices for approval, and assist with basic bookkeeping or time entry as needed.
• Help plan and organize company events such as safety meetings, staff lunches, and holiday gatherings to support team morale and culture.

• Builds relationships with client, client project management team, client security, and client technology teams.
• Understands what outcomes client is expecting and is the liaison between Mantis team and Client team ensuring accurate execution of plan resulting in delivering desired outcomes.
• Effectively manages issues and concerns with clients in a professional and productive manner.

• 5+ years Project Coordination or Project Administration experience, preferably with a background in Engineering, Energy, Construction or Consulting.
• Advanced communication abilities (written, verbal, visual)
• Technical construction, energy efficiency, or professional services experience preferred.
• Advanced proficiency with Microsoft Office Suite applications, including Word, Excel, Outlook, PowerPoint, and OneNote.
• Proficiency with standard website portals, mobile app functions
• Strong people service/support orientation
• Excellent organization, time management and prioritizing skills
• Ability to handle confidential information in a discreet, professional manner
• Proven ability to interact effectively at all levels of an organization
• Excellent analytical / problem-solving skills
• Flexibility to deal with the unexpected
• Works effectively with colleagues and staff by practicing respect for deadlines, collaborative problem solving and honest communication
• Builds trusting relationships acting with integrity, courtesy and responsibility, even in the face of stress or demanding workplace conditions
• Self-motivated with the ability to work highly effectively with minimal supervision/remote management
• Outstanding relationship-building skills with a high degree of responsiveness and integrity

• Work is performed in a non-smoking office setting with exposure to CRTs and UV rays
• Usual office environment with long periods of sitting, walking, standing, stooping
• Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as email and telephone
• Offsite client meetings
• Offsite and on project for project management meetings
• Ability to travel up to 25%
• Lifting up to 30 pounds.
• Working extended hours may be required as needed.