A construction project coordinator keeps the paperwork side of a project moving so the project manager can manage. A good job description names the documents the coordinator will own, such as RFIs, submittals, change order logs, meeting minutes and closeout documents, plus the software they will work in and who they report to. Below is a template you can adapt, interview questions with what strong answers include, and a practical test built from real coordination work.
What Does a Construction Project Coordinator Do?
The title means different things in different companies, which is why job descriptions for it are often vague. In most contracting businesses, a project coordinator:
- Sets up new projects in the project management system
- Logs, tracks and follows up on RFIs and submittals
- Keeps change order, document and drawing logs current
- Prepares meeting agendas and writes up meeting minutes
- Collects subcontractor documents such as insurance certificates and lien waivers
- Updates schedules and three-week look-aheads with information from the field
- Assembles closeout documents: warranties, manuals and as-builts
The coordinator does not make the project decisions. They make sure decisions are asked for, recorded and acted on.
Construction Project Coordinator Job Description Template
Copy this and replace everything in brackets with your own details.
Job title
Construction Project Coordinator
Summary
[Company] is a [general contractor / trade contractor / builder] delivering [type of projects] in [region]. We are looking for a project coordinator to support our project managers by keeping project documentation, communication and logs accurate and on time across [number] active projects.
Responsibilities
- Set up new projects in [project management software], including contacts, documents and logs
- Prepare, log and track RFIs and submittals, and follow up until each is answered
- Maintain change order, drawing and document logs
- Prepare meeting agendas and distribute minutes with action items
- Collect and track subcontractor documents and certificates
- Update schedules and look-aheads with input from project managers and superintendents
- Assemble closeout packages, warranties and operation and maintenance manuals
- Respond to routine questions from subcontractors, suppliers and customers
Requirements
- [Number] years of experience in construction administration or coordination
- Working knowledge of [Procore, Buildertrend, Autodesk Construction Cloud or your system] and Excel
- Understanding of RFIs, submittals and change orders
- Clear, concise written communication
- Able to track many open items across several projects without losing any
Preferred
- Experience on [commercial, multifamily, tenant improvement, residential] projects
- Familiarity with reading construction drawings and specifications
Schedule and pay
[Full time or part time], [in office, hybrid or remote], [working hours and time zone]. Reports to: [project manager or operations manager]. Pay: [range].
How Should You Adapt It for Your Type of Work?
- General contractors: emphasize subcontractor coordination, submittal management across many trades, meeting minutes and closeout.
- Specialty trade contractors: emphasize submittals for your scope, responding to the general contractor's requests, material tracking and billing support.
- Home builders and remodelers: emphasize client communication, selections, schedules and permit and inspection tracking.
Not sure whether you need a coordinator or an assistant project manager? A coordinator owns documentation and follow-up. An assistant project manager takes on part of the project management itself, such as buyout, cost tracking and subcontractor management.
What Should You Ask in the Interview?
| Question | A strong answer includes |
|---|---|
| Walk me through how you track an RFI from question to answer. | Logging it with a number and due date, sending it to the right person, following up on a schedule and distributing the answer to everyone affected. |
| How do you keep a submittal log accurate on a busy project? | A regular update routine, statuses that mean something, and follow-up on overdue items before they hold up procurement. |
| What do you include in meeting minutes? | Decisions, action items with an owner and due date, and open items carried forward until closed. |
| A subcontractor's insurance certificate expired last week. What do you do? | Following the company's process: notifying the right person, requesting the update and recording the follow-up. |
| How many projects have you supported at once, and how did you keep them organized? | A specific number and a system: logs, calendars, checklists or task lists in the project software. |
| Tell me about an item that fell through the cracks. What changed afterwards? | Ownership of the mistake and a concrete change to their process. |
| Which project management software have you used, and what did you do in it? | Hands-on tasks in named systems, such as setting up projects, running logs and creating reports. |
| How do you handle a project manager who does not answer your follow-ups? | Escalating politely with specifics, such as what is waiting, why it matters and by when, rather than staying silent. |
| What goes into a closeout package? | Warranties, operation and maintenance manuals, as-builts, attic stock records and any documents the contract requires, tracked from early in the job. |
What Practical Test Should You Use?
Give candidates a small slice of real coordination work, taken from a past project with sensitive details removed:
- Write an RFI. Provide two drawings that conflict and ask for a clear, numbered RFI.
- Write meeting minutes. Provide rough notes from a project meeting and ask for clean minutes with action items, owners and dates.
- Update a log. Provide a submittal log and a short list of email updates, and ask them to update the statuses and flag what needs follow-up.
An hour or two is enough. Look for clarity, accuracy and whether they spot what is missing.
What Are the Red Flags?
- Describes the job as data entry with no follow-up
- Cannot explain the difference between an RFI and a submittal
- Has no system for tracking open items
- Writes minutes without owners or due dates
- Waits to be told what to chase rather than chasing it
How Should You Score Candidates?
| Criterion | Suggested weight | What to look for |
|---|---|---|
| Coordination experience | 25% | Similar project types and number of projects supported |
| Practical test | 30% | Clear RFI, usable minutes, accurate log |
| Follow-through | 20% | Examples of chasing items to closure |
| Software | 10% | Hands-on use of your system or a close equivalent |
| Written communication | 15% | Concise, professional and easy to act on |
Hiring a Remote Project Coordinator?
Almost all coordination work happens in project management software, email and video calls, so the role works well remotely. Add the hours and time zone overlap you need with your project managers and superintendents to the job description. Our Remote Construction Project Coordinator page explains how we place one. Before adding a project manager, read what to delegate first, and if you are still deciding between roles, see estimator or project coordinator.
Frequently Asked Questions
What is the difference between a project coordinator and a project manager?
The project manager is responsible for the project's cost, schedule and decisions. The project coordinator supports them by keeping documents, logs, meeting minutes and follow-up on track, so decisions are made and recorded on time.
What is the difference between a project coordinator and an assistant project manager?
A coordinator owns documentation and follow-up. An assistant project manager takes on part of the project management work, such as buyout, cost tracking and managing subcontractors, often as a step toward running projects.
What software should a construction project coordinator know?
The project management system you use, such as Procore, Buildertrend or Autodesk Construction Cloud, plus Excel and a PDF tool such as Bluebeam. Experience in a similar system transfers well.
How many projects can one coordinator support?
It depends on project size and how much each project manager delegates. Start with the number of open RFIs, submittals and meetings per week rather than the number of jobs, and adjust once you see the workload.
Can a project coordinator work remotely?
Yes. RFIs, submittals, logs, minutes and closeout documents are all handled in software. The coordinator works in your systems under access you control and joins meetings by video or phone.
How quickly can we add someone?
Within a maximum of approximately two weeks we can normally present two to three pre-screened candidates who meet the requirements of the position and are ready to be interviewed. The final hiring time depends mainly on how quickly your own evaluation and decision process moves.
