Project Assistant Coordinator

Description

Are you highly organized, detail-oriented, and ready to be a key player in delivering exceptional construction projects? If you thrive in a fast-paced environment, enjoy keeping projects on track, and love bringing order to complex tasks, we want to hear from you!

The Project Assistant Coordinator supports Project Managers and Operations teams in the successful planning, coordination, and execution of landscape construction projects throughout Santa Clarita and Los Angeles County. This position plays a critical role in maintaining project schedules, managing documentation, tracking project costs, coordinating vendors, and ensuring projects remain organized, compliant, and on schedule.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced construction environment.

Essential Duties and Responsibilities

· Provide administrative support to Project Managers and Construction Management staff.

· Assist with project startup, closeout, and document management activities.

· Maintain and organize project documentation, including contracts, permits, submittals, RFIs, change orders, project files, and client correspondence. 

· Track and update project logs for RFIs, submittals, change orders, and punch-list items. 

· Track project schedules, milestones, and deliverables.

· Coordinate internal and external project communications.

· Coordinate project furnishings deliveries with field crews, vendors and suppliers.

· Schedule certification appointments, and deliveries.

· Monitor material procurement and delivery schedules.

· Support Project Managers in maintaining project timelines and jobsite readiness.

· Coordinate and interact with the purchasing department to create Purchase orders, manage invoices with Finance Department and Project Manager. 

· Construction Documentation

· Maintain project records in construction management systems.

· Ensure all project documentation is current and properly filed.

· Verify project documentation and field reporting accuracy.

· Assist in project closeout activities and client turnover packages.

Requirements

Technical Skills

· Microsoft Office Suite (Excel, Word, Outlook, Teams)

· Adobe Acrobat

· Strong data entry and reporting skills

· Document control and project tracking experience

· Knowledge, Skills, and Abilities

· Excellent organizational and time-management skills.

· Strong attention to detail and accuracy.

· Ability to prioritize multiple projects simultaneously.

· Effective verbal and written communication skills.

· Professional customer service and interpersonal skills.

· Ability to work independently and collaboratively.

· Strong analytical and problem-solving abilities.

· Basic understanding of construction plans, specifications, and project documentation.

· Ability to maintain confidentiality and professionalism.

Qualifications

· Associate's Degree preferred.

· Bachelor's Degree in Construction Management, Business Administration, Landscape Management, or related field is desirable.

· Equivalent experience may be substituted for formal education.

· Minimum 2 years of project coordination, project administration, construction administration, or related experience.

· Experience in landscape construction, commercial construction, civil construction, or related industry preferred.

Physical Requirements

· Ability to sit, stand, and walk for extended periods.

· Ability to occasionally lift up to 25 pounds.

· Ability to operate standard office equipment and computer systems.

Employee Benefits

· Medical, Dental, and Vision Insurance

· 401(k) Retirement Plan with Employer Match

· Paid Time Off (PTO)

· Paid Holidays

· Paid Sick Leave