Project Coordinator Job at Weis Builders (Chicago)

Project Coordinator

Weis Builders

Location:
United States , Chicago

Category:
Construction

Contract Type:
Employment contract

Salary:

65000.00 - 75000.00 USD / Year

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Job Description:

Our Project Coordinator plays a vital role in the success of the project and Weis Builders with effective collaboration and support of the entire project team, and organization.

Job Responsibility:

Develop lasting relationships with other Weis Builders Associates, clients, architects, and vendors and play an important role in Weis Builders growth
Draft and distribute meeting minutes for a wide variety of meetings, including Project Kick-Off meetings, OAC (Owner/Architect/Contractor), PRM (Project Team), Job Progress meetings, Closeout meetings, and Post Mortem meetings
Work closely with Accounting to ensure a successful payment application process, including due diligence with subcontractors to receive pay applications and waivers
Request, receive, and review subcontractor insurance certificates and confirm insurance is compliant
Coordinate with Accounts Payable for proper invoice routing and payment
Collect all required project documentation from subcontractors including tiered subcontractor and supplier information, returned contract documents, warranties, and closeout documents
Assemble subcontract documents from Project Manager, issue subcontracts, and follow up until subcontract is returned
Process and distribute vendor change orders and contracts from Project Manager
Create and maintain closeout logs until all documents are received for submittal to the owner
Assist in the planning and execution of group events
Be responsible for office supplies: inventory, order, and keep organized
Manage communication with office landlord and office third party vendors
Assist in onboarding of new Associates
Use two forms of communication (written and verbal) when necessary
Take initiative to solve problems and bring ideas and solutions to the team
Manage the handling of incoming and outgoing physical mail, as well as third-party delivery service packages
Answer phone calls made to the office and route them to the appropriate associates
Set up and maintain project files in an organized manner
Partner with Project Accountant to ensure vendors payments are processed timely and accurately
Support Operation Teams with collection, assembling, and distribution of required documents for owners, vendors, and field operations
Processing and distribution of vendor contracts and change orders
Ensure required project documentation from project vendors are received and compliant
Participate in project meetings as needed
Support routing of incoming calls
Collect and input vendor reporting processes via various required software platforms
Prepare closeout documents for Owners by contract deadline
Foster an equitable and inclusive environment in the workplace
Maintain positive working environment amongst project team
Promote the Weis Way – clients, associates and vendors
Positively promote Weis Builders to the outside community

Requirements:

High School Diploma or equivalent
2 years relevant experience in construction administrative support
Proficient with Microsoft Office
Experience with certified payroll (preferred but not required)
Experience with Microsoft based software applications-Outlook, Excel, Word, Access, PowerPoint
Experience with Textura, Procore, CMiC (preferred but not required)
High attention to detail
Excellent interpersonal skills
Strong organizational/time management skills
Exceptional communications skills
Outstanding customer service
Motivating others
Integrity and Ethics
Critical thinking ability
Priority Setting
Composure
Client/Customer Focus
Good technology skills and comfortable with learning new systems and processes
Ability to quickly develop rapport with others and be effective in a collaborative environment
Willingness to ask questions and learn new skills
A positive attitude
Strong work ethic and time management
Flexibility to adapt when priorities change
Professional composure, integrity

Nice to have:

Experience with certified payroll
Experience with Textura, Procore, CMiC

What we offer:

Competitive salary with annual performance bonuses
Comprehensive health, dental, and vision insurance
401(k) plan with company match
Paid time off (PTO) and paid holidays
Health Savings Account (HSA) with employer contribution
Flexible Spending Account (FSA)
Dependent Care FSA (DCFSA)
Paid medical leave
Tuition reimbursement
Professional development stipend
Health club membership reimbursement
Wellness programs and mental health support
Pet insurance

Additional Information:

Job Posted:
December 31, 2025

Employment Type:

Fulltime

Work Type:

On-site work

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