Office / Project Coordinator - Construction

Job Description

Job Description

ABOUT THE ROLE

Burton Design & Construction LLC (BDC) is seeking a detail-oriented and motivated Office / Project Coordinator to join our growing, fast-paced residential construction firm. This role supports the day to day running and administrative duties of our Los Gatos office coupled with project related processes and documentation across all active projects and internal operations.

The Office / Project Coordinator works closely with our Operations, Accounting and Project Team members to ensure information is created and entered correctly, documentation is complete, and reporting is reliable. If you take pride in accuracy, enjoy supporting a high-performing team, and thrive in a dynamic environment where priorities move quickly, we want to meet you.

WHAT YOU’LL DO

As an Office / Project Coordinator, you will play a key role in keeping both our office operations and construction projects running smoothly. This hybrid position combines front-office administrative responsibilities with project coordination support, serving as a central resource for Project Managers, Field Teams, Subcontractors, Vendors, and Clients. You will help maintain project documentation, process invoices and contracts, track project information, coordinate communications, and ensure critical administrative and project-related tasks are completed accurately and on time. Success in this role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced construction environment.

KEY RESPONSIBILITIES

Office Operations Responsibilities:

• Greet and assist onsite guests
• Answer inbound telephone calls
• Draft correspondence and other formal documents
• Plan and schedule appointments and events
• Coordinate internal meetings, prepare agendas, and distribute meeting notes and action items as needed
• Manage office and project organized filing systems
• Collects and process timesheets
• Assembles weekly reporting for project tracking
• Assists with project material purchases
• Continuous prioritization of tasks at hand

Project Administration Responsibilities:

• Support project team with various process & paperwork
• Process all project receipts
• Organization and accuracy of files and project binders
• Assist with maintaining project information, documentation, and workflows within Buildertrend
• Enter all bills and purchase orders for all projects
• Process Subcontractor invoicing along with all necessary supporting documentation
• Maintain Subcontractor and Vendor compliance records, including insurance certificates, W-9s, licenses, and related documentation. Qualify new Subcontractors and add into Buildertrend.
• Provide accurate project financial data to accounting team
• Maintain accuracy of all entries to ensure proper reporting
• Meets or exceeds deadlines of assignments

GENERAL RESPONSIBILITIES

• Maintain strong organization, attention to detail, and follow-through across all assignments
• Communicate clearly and professionally with internal teams and external partners
• Identify opportunities to improve administrative and project coordination processes, documentation, and workflow efficiency
• Prioritize workload effectively while meeting deadlines in a fast-paced environment
• Perform other duties as assigned based on business needs
• Other duties and responsibilities may be assigned to you from time to time by the Company.

BURTON DESIGN & CONSTRUCTION LLC – CORE BEHAVIORS

• Deliver legendary customer service
• Practice blameless problem-solving
• Find a way to get it done
• Get clear on expectations
• Ask questions as needed
• Celebrate success
• Follow up on everything
• Deliver results
• Be relentless about improvement
• Insist on high standards
• Think team
• Treasure, protect, and promote our reputation

POSITION REQUIREMENTS

Minimum Qualifications

• 3+ years of experience in office administration or other related fields
• Construction industry experience strongly preferred
• Strong organizational, analytical, and problem-solving skills
• High level of reliability, integrity, and professionalism
• Ability to work independently with minimal supervision and proactively seek out information
• Comfortable operating in a fast-paced, changing environment with competing priorities
• Strong communication skills with the ability to work effectively across teams
• Ability to prioritize and multitask
• Excellent written and verbal communication skills
• Strong attention to detail
• ​Bi-lingual in Spanish is a plus

TECHNICAL & SYSTEMS SKILLS

• Proficient with Microsoft Office 365 (Outlook, Excel, Word, Teams)
• Familiarity with Buildertrend (or equivalent) is a strong plus
• Comfortable learning and following standardized processes and systems

ABSOLUTE MUSTS

• Excellent communication skills and ability to ask questions and speak up when clarity is needed
• Fluent in spoken and written English
• Valid driver’s license and reliable transportation

SUCCESS IN THIS ROLE

The successful candidate will:

• Be highly organized and detail-oriented
• Take ownership of tasks and follow through to completion
• Be comfortable managing multiple priorities simultaneously
• Communicate proactively when issues arise
• Support both office operations and project teams with a positive, service-oriented attitude
• Thrive in a fast-paced environment where no two days are exactly alike

EDUCATION

• High school diploma or GED required
• Additional education or certifications in construction management, operations, or business are a plus

COMPENSATION & BENEFITS

This is a full-time position with competitive pay depending on experience. Growth opportunities exist as BDC continues to expand.

BDC provides a comprehensive benefits package, including:

• 401(k) plan
• Medical, dental, and vision insurance
• Paid vacation, sick time, and holidays
• Professional development opportunities
• A collaborative, supportive, and growth-oriented culture

WHO YOU REPORT TO

You will report to the Operations Lead, who oversees day to day operational running of the business and helps ensure consistency, alignment, and accuracy across the organization.

LOCATION & SCHEDULE

Primary office: Los Gatos, CA

BDC is an in-office culture and values team members who come to the office to collaborate, communicate, and learn from each other. Core hours are 8:00 AM – 5:00 PM, Monday through Friday. Note: this is not a work from home / remote position.

WHY JOIN BDC?

Top candidates want more than a job—they want purpose, growth, and impact.

At BDC, you will:

• Be a key contributor in a respected and expanding residential construction firm
• Work directly with leadership and high-performing teams
• Support exciting residential projects you can take pride in
• Learn and grow within a company focused on operational excellence and continuous improvement
• Be part of a culture that values integrity, teamwork, craftsmanship, and customer care
• Participate in company outings and celebrations