Office/Project Coordinator

Job Title: Office/Project Coordinator

Location : Greater Los Angeles Area

Job Type: Full-Time; Onsite (Los Angeles, CA 90020)

# of Hires for Role : 2

Compensation : $60,000

About Us

Here We Are Construction (HWA) is a Los Angeles–based design-build firm specializing in residential and commercial projects. We integrate design, permitting, and construction under one roof to streamline communication, accelerate timelines, and deliver high-quality results—efficiently and consistently.

This is a growth-focused role with direct exposure to multiple aspects of design and construction management. You’ll work closely with leadership, gain hands-on operational experience, and help drive the smooth day-to-day functioning of our business.

Who You Are

You’re an organized self-starter who thrives in a fast-paced environment. You bring structure to chaos, communicate clearly, and take ownership without being asked. You’re the type who double-checks details, anticipates needs, and always follows through.

You’ll excel in this role if you:

• Are proactive with a strong sense of urgency.
• Have exceptional attention to detail and precision in all areas of work.
• Possess strong organizational and multitasking skills, managing multiple calendars and priorities.
• Can prioritize effectively and meet tight deadlines with composure.

• Manage purchase orders, invoices, proposals, and payments from initiation to completion.
• Place and track finish and material orders from quote to delivery.
• Monitor lead times and resolve delivery or quality issues.
• Maintain vendor relationships and update design teams on changes in pricing, lead times, vendor events, or availability.

• Support Accounts Payable (subcontractors) and Accounts Receivable (clients).
• Maintain organized version control for plansets and project documentation.
• Handle client/subcontractor onboardings for Buildertrend.
• Assist with RFPs (Request for Proposals from Subcontractors)
• Attend property inspections as needed.
• Prepare materials for inspections (inspection cards, stamped plans, coordination with subcontractors).
• Manage utilities setup (LADWP, SoCal Gas) and city coordination across active projects.
• Manage Site Setup for new projects (temp fence, temp utilities, copies of stamps)

• Manage incoming calls, emails, and general inquiries.
• Maintain office organization, cleanliness, and client-ready presentation.
• Track and replenish office supplies, samples, and materials.
• Schedule meetings and appointments for the Executive Team.
• Organize company-wide meetings, communications, and client presentations.

Qualifications

• 1–2 years of experience in administration, executive assistance, or procurement (construction experience a plus).
• Proficiency in Google Workspace and project management tools (Asana preferred).
• Proven ability to stay organized and detail-oriented under pressure.
• Strong financial and analytical acumen, with familiarity in budgeting and cost tracking.
• Excellent communication and interpersonal skills.
• Comfortable lifting up to 50 lbs when handling materials or samples.

Website: www.HWAConstruction.com