Project Coordinator – Construction Systems & Project Controls (Smartsheet)

Project Coordinator – Project Controls & Construction Systems (Smartsheet Focus)

We are seeking a highly organized and detail-oriented Project Coordinator to support project controls, documentation, and reporting across large-scale construction projects. This role supports the entire project leadership team—including Project Executives, Project Managers, Superintendents, and Accounting—by helping maintain accurate cost tracking, schedule visibility, and construction documentation across multiple active projects.

This position sits within project operations and serves as a central support function for project delivery. The role focuses on improving how projects are tracked, documented, and reported by leveraging Smartsheet and other construction management tools to enhance coordination, visibility, and efficiency across all stakeholders.

The ideal candidate understands construction workflows and enjoys building and maintaining structured systems that support project execution from field operations through project closeout.

Qualifications

Required:

• 5–8 years of experience in construction project coordination, project controls, operations support, or construction accounting
• Experience working in a General Contractor or Construction Management environment preferred
• Strong understanding of construction project workflows, including budgets, change orders, invoicing, commitments, and cost tracking
• Hands-on experience using Smartsheet to support project tracking, reporting, or workflow management
• Proficiency in Microsoft Excel and working with structured project data
• Strong organizational skills with the ability to support multiple projects and stakeholders simultaneously
• Excellent communication skills with ability to work across executive leadership, project management, field teams, and accounting

Preferred:

• Experience with Sage 300, Textura, Procore, or Autodesk Construction Cloud
• Exposure to project controls, job cost systems, or construction financial reporting
• Experience improving workflows, reporting systems, or operational processes
• Familiarity with automation, data integration, or system-based reporting tools
• Experience supporting multiple active construction projects in a GC/CM environment

ResponsibilitiesProject Controls & Executive Support

• Support Project Executives, Project Managers, Superintendents, and Accounting teams with project tracking, reporting, and documentation needs
• Maintain accurate tracking of budgets, commitments, change orders, invoices, accruals, and cost reporting across multiple projects
• Assist leadership team with project status reporting, financial visibility, and performance tracking
• Ensure consistency and accuracy of project data across reporting systems

Construction Systems & Reporting

• Develop and maintain Smartsheet-based tools and dashboards to support project controls and executive reporting
• Build structured workflows for RFIs, submittals, shop drawings, and construction administration tracking
• Maintain organized systems for project documentation, approvals, and deliverables across all active projects
• Support alignment of data across Smartsheet, SharePoint, OneDrive, and other project systems

Project Coordination Support

• Serve as a central coordination point for project information between field teams, project management, accounting, and leadership
• Assist with tracking outstanding items, deliverables, and action items across multiple stakeholders
• Support subcontractor coordination, documentation tracking, and project communication as needed
• Assist in ensuring timely follow-up on critical project requirements

Systems & Process Improvement

• Identify opportunities to improve project visibility, reporting accuracy, and workflow efficiency
• Support development and refinement of Smartsheet templates, dashboards, and reporting structures
• Assist in improving integration between project management, accounting, and reporting systems
• Provide user support and training for Smartsheet-based tools and workflows

Technical Skills & SystemsRequired:

• Smartsheet (advanced: dashboards, workflows, reporting, templates, and system organization)
• Microsoft Excel (advanced)
• Strong understanding of structured construction project data

Preferred:

• Sage 300
• Textura / Oracle Construction
• Procore
• Autodesk Construction Cloud
• Bluebeam
• SharePoint
• OneDrive

Work Environment

• Office-based role supporting executive leadership, project management, field operations, and accounting teams
• Exposure to multiple active construction projects simultaneously
• Fast-paced, collaborative environment focused on project delivery and operational efficiency

Benefits

• Health, Dental, and Vision Insurance
• Flexible Spending Account (FSA)
• Paid Time Off (PTO)
• Paid Holidays
• Paid Sick Leave

Note: We are not engaging with third-party recruiters or staffing agencies for this position.

Pay: $75,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Please describe your experience with Smartsheet, including how you have used it in your work and the types of tasks, workflows, or reporting you have supported or built.
• Please describe your experience with Sage 300 Construction and Real Estate (Timberline), including how you have used it in your work and your level of involvement with job costing, pay applications, change orders, or project financial reporting.

Work Location: Hybrid remote in Fresh Meadows, NY 11365