Project Coordinator

Construction Project Coordinator Sandcastle Construction | Fort Lauderdale, Florida Position: Construction Project Coordinator Employment Type: Full-Time Location: Fort Lauderdale, FL Industry: Luxury Residential Construction / Custom Homes Compensation: Competitive, based on experience About Sandcastle Construction Sandcastle Construction is a growing residential construction company specializing in luxury custom homes and high-end residential projects throughout South Florida. We pride ourselves on quality craftsmanship, attention to detail, organized project execution, and exceptional client service. As our portfolio of projects continues to expand, we are seeking a highly organized, proactive, and detail-oriented Construction Project Coordinator to support our management and construction teams. This position is an integral part of our operations, helping ensure projects run efficiently from pre-construction through final completion. Position Overview The Construction Project Coordinator will oversee day-to-day project administration, documentation, scheduling coordination, procurement tracking, permitting follow-up, and administrative financial processes. The ideal candidate is someone who takes ownership of tasks, anticipates upcoming project requirements, and helps keep the entire team organized and accountable. This is primarily an office-based coordination position with regular communication with project managers, site supervisors, subcontractors, vendors, and clients. Key Responsibilities1. Project Administration & Coordination Maintain organized digital project files, contracts, drawings, specifications, schedules, and correspondence. Track project milestones, deadlines, outstanding items, and administrative deliverables. Assist management with maintaining and updating project schedules. Coordinate communication between management, project managers, site supervisors, subcontractors, and vendors. Prepare meeting agendas, maintain meeting notes, and follow up on action items. Maintain project task lists and ensure outstanding items are followed up on until completion. 2. Permitting & Inspections Coordinate with third-party permit expeditors, architects, engineers, and municipal departments. Track permit applications, approvals, outstanding comments, revisions, and expiration dates. Maintain permitting logs and provide regular status updates to management. Assist with scheduling municipal inspections and tracking inspection results. Ensure required documentation is collected and organized for permitting and project closeout. 3. Purchasing & Procurement Assist with obtaining and organizing supplier and subcontractor quotations. Prepare and issue purchase orders following management approval. Track material selections, orders, deposits, lead times, and delivery dates. Coordinate deliveries with vendors and project site personnel. Maintain procurement logs for long-lead materials, including windows, doors, cabinetry, appliances, fixtures, and specialty finishes. Follow up with suppliers to identify and prevent delivery delays. Assist with tracking client selections and outstanding purchasing decisions. 4. Accounting & Financial Administration Collect, review, and organize subcontractor and vendor invoices. Verify invoices against approved purchase orders, contracts, and supporting documentation before submitting them for approval. Coordinate payment processing with management and the company's external bookkeeping team. Maintain records of invoices, payments, deposits, and outstanding balances. Assist in tracking project expenditures against approved budgets. Maintain organized records of subcontractor agreements, change orders, and payment documentation. Support preparation of monthly client billing packages and supporting records. Flag discrepancies, overdue invoices, or unapproved expenses to management. 5. Subcontractor & Vendor Coordination Maintain updated subcontractor and supplier contact databases. Collect and tra…

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