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JOBS
Construction Coordinator
Construction
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Construction
Wilmington NC
The Construction Coordinator supports Timeless Construction's growth targets by executing critical administrative and coordination tasks across our active commercial projects. This individual ensures bid packages flow smoothly, subcontractor and vendor communications stay current, project documentation is accurate and timely, and our project managers have the support they need to deliver on schedule. The role is foundational in keeping multiple commercial projects moving in parallel from bid through closeout — and protecting the details that make every job successful.
Primary Responsibilities
Bid & ITB Coordination
· Send Invitations to Bid (ITBs) and distribute bid documents to subcontractors and vendors.
· Track subcontractor responses, follow up persistently to maintain minimum bid coverage per trade.
· Organize returned pricing and bid packages for the estimating team.
· Maintain accurate, segmented subcontractor/vendor contact databases by trade, geography, and performance history.
Submittal & RFI Management
· Log, route, and track submittals and RFIs in Sage Construction Management.
· Coordinate document flow between owners, architects, engineers, and subcontractors.
· Track response times, follow up on outstanding items, and escalate aging requests.
· Update logs and distribute responses to all relevant internal and external parties.
Contract & Purchase Order Administration
· Draft subcontracts, purchase orders, and change orders in Sage CM based on direction from estimators and project managers.
· Route documents through DocuSign for execution and track signature status to completion.
· Maintain contract and commitment files in Microsoft Teams and Sage CM.
Project Documentation Support
· Support project managers with daily log entry, AIA billing preparation, and lien waiver collection.
· Maintain accurate, up-to-date project files in Microsoft Teams and Sage CM.
· Distribute updated drawings, specifications, and addenda to project teams and subcontractors.
· Track project documents through closeout to ensure complete handoff.
Communication & Coordination
· Communicate daily with clients, vendors, and subcontractors by phone, email, and Microsoft Teams.
· Schedule preconstruction kickoffs, owner meetings, and subcontractor coordination calls.
· Maintain professional, accurate, and timely communication across all project stakeholders.