Construction Project Coordinator

The Construction Project Coordinator is responsible for setting up, maintaining, and

administering construction projects within Procore, ensuring accurate project configuration,

document control, subcontractor coordination, and seamless integration with Sage Intacct.

This role supports Preconstruction Managers, Project Managers, Accounting, and field teams

by maintaining clean project data, managing commitments and billing workflows, and ensuring

Procore is configured correctly throughout the project lifecycle.

Duties & Responsibilities

Project Setup & System Integration

● Create new projects in Procore and ensure all required project details (including project address) are completed accurately at setup.

● Coordinate closely with the Preconstruction Manager to support the connection of Procore projects to Sage Intacct via ERP Integrations.

● Notify the Preconstruction Admin/Manager and Project Accountant once the Procore project is created and ready for budget and Schedule of Values (SOV) sync.

● Confirm ERP projects are properly linked to existing Procore projects.

Home (Project Dashboard)

● Set up and manage the project team within Procore.

● Ensure project dashboard information is accurate and up to date for internal stakeholders.

Documents Management

● Build and maintain a standardized document folder structure aligned with company project templates.

● Ensure internal documents and sensitive folders are set to private and manage folder permissions as required.

● Configure folder tracking and notifications for document updates.

● Maintain non-drawing project documentation such as permits, inspections, subcontractor notices, and third-party reports.

Directory Management

● Maintain a complete and accurate project directory, including internal team members, subcontractors, vendors, consultants, architects, and engineers.

● Create and manage Distribution Groups for streamlined communication across Procore tools.

Tasks & Internal Coordination

● Create, assign, and track tasks within Procore for internal team members and subcontractors.

● Use tasks to manage closeout document requests and follow-ups.

● Review completed tasks and formally close them once requirements are met.

Commitments, SOVs & Subcontractor Management

● Create subcontractor and vendor Commitments and corresponding Schedules of Values (SOVs).

● Send commitments to subcontractors and vendors, track execution status, and confirm receipt of signed agreements.

● Update commitment status to “Approved” and “Executed” and send commitments to ERP for accounting acceptance.

● Ensure conditional waiver templates and required invoicing fieldsets are applied when applicable.

● Manage Purchase Orders through Procore, ensuring retainage and forecasting rules are applied correctly—especially for recurring rental-type costs (e.g., dumpsters, portalets).

Subcontractor Billing & Invoicing

● Initiate new billing periods and request subcontractor invoices at the beginning of each month (no later than the 3rd).

● Verify that subcontractor SOVs are approved prior to billing.

● Set contractual due dates and monitor billing progress to ensure all subcontractors are invited and compliant.

● Coordinate with accounting to ensure clean invoicing and accurate budget reflection.

Change Orders & ERP Coordination

● Create and issue Commitment Change Orders (CCOs) based on approved Prime Contract Change Orders.

● Track approval and execution of CCOs and send finalized change orders to ERP for accounting acceptance.

● Support Project Managers by drafting RFIs when needed and escalating them for formal issuance.

Communication & Documentation Control

● Log and track external email correspondence within Procore.

● Maintain clear documentation trails for financial, contractual, and operational project activities.

● Act as a central coordination point between Preconstruction, Project Management, Accounting, and subcontractors to ensure Procore accuracy.