Job Description

Company Profile:

At Vellum Design Build, we are setting a new standard for residential and commercial architecture and construction on California’s Central Coast. Our integrated design-build approach ensures a seamless transition from concept to completion, with a strong emphasis on efficiency, precision and quality. As a single point of responsibility, we deliver projects that align design intent, budget and timeline at every stage.

The Project Coordinator provides support to the Project Managers (PMs) and Construction Managers (CMs) and serves as the liaison between the office and the field. The Project Coordinator also keeps project records up to date, ensures jobsite documentation is accurate, and promptly follows up on confirmations and paperwork to maintain a streamlined process between the PM’s desk and the CM’s jobsite.

Typical Working Day:

Office

Review incoming daily logs and photos; flag anything the PM or CM should see; present any risks, delays, or missing items to the correct leader immediately;

Update the project’; schedule and 3-week lookahead;

Follow up on overdue Requests for Information (RFIs), submittals and missing information;

Source necessary paperwork the field and office depend on; collect and verify submittals and confirmations and confirm subcontractors ahead of their start dates;

Post committed costs to the budget; help post subcontracts, purchase orders and change orders to the correct cost codes for the PM; expedite long-lead deliveries to ensure job moves forward in a timely manner.

Jobsite

Confirm the subcontractors scheduled to work the next day; check finish protection and site cleanliness; document progress with logs and photos;

Assist CM in preparing the weekly Toolbox Talk (jobsite safety briefing) and help track permit status and coordinate inspection scheduling.

Office

Assemble supporting documentation (subcontractor invoices, receipts, lien waivers and cost records) for client invoices, draft minutes from the weekly meetings, and compile photos and materials for the PM;

Throughout the day, act as the liaison between the field and office by maintaining clear, concise communication with the PM and CM; obtain approvals and direction and ensuring field data is accurate;

Close the day by updating JobTread so that schedules, logs and project files are current, complete and audit-ready across both the field and the office.

Qualifications:

At least 3 years of experience in a similar role within a construction or design-build environment;

Experience with construction and project-management software, particularly JobTread and disciplined digital record-keeping;

Working knowledge of construction-related documentation to include COIs, W-9s, line waivers, permits, licenses, etc., or ability to learn quickly;

Proficiency in the MS Office 365 suite, particularly Excel, Word and Teams;

Exceptional oral and written communication and interpersonal skills;

Exemplary time management, accuracy, organizational, problem-solving, attention to detail, multi-tasking, critical thinking and follow-through skills;

Ability to manage multiple deadlines and priorities independently;

Ability to work effectively alone and within a collaborative team environment;

Possess a valid CA driver’s license, a clean and insurance driving record and own reliable transportation.

Exceptionally organized and adaptable, able to switch between desk work and site work while keeping every thread straight;

A relentless follow-up habit, closing the loop on missing documents, unconfirmed subcontractors and overdue items;

Comfortable with both documents and jobsites — schedules, budgets and logs on one hand; plans, sequencing and finish protection on the other;

Awareness of jobsite safety and PPE, and client-ready professionalism when clients are on site.

Preferred:

Construction management coursework or a degree;

OSHA 10 or OSHA 30 certification;

First-aid / CPR certification;

Exposure to contracts, procurement or permitting;

Familiarity with low-voltage systems (structured wiring, networking, security, AV);

Experience with smart-home and automation programming (Control4, Crestron, Lutron, Savant);

Hands-on construction experience.

Compensation:

$28.00 - $36.00 per hour DOE, for this full-time, non-exempt position.

Benefits:

Health insurance coverage for employee;

40 hours of annual paid time off during 1st year of employment on an accrual basis; increasing to 80 hours in 2nd – 4th years and 120 hours in year 5 and thereafter;

40 hours of paid sick time annually allotted in a lump sum on start/anniversary date;

9 paid public holidays annually.

Working Hours:

8:00AM – 5:00PM Monday - Friday

Location:

San Luis Obispo, CA – onsite position in the office and various job sites