Subcontractor Project Coordinator at Rabine LLC – Richmond, Illinois

Summary/Objective

The Subcontracting, Closeout & Permitting Coordinator is responsible for managing subcontractor documentation, organizing project records, supporting field and project teams, and ensuring compliance with permitting requirements. This position plays a key role in project workflow, documentation accuracy, and communication between subcontractors, municipalities, and internal operations.

Essential Functions

1. Subcontracting Documentation Responsibilities

Subcontractor Coordination

• Maintain and organize all subcontractor documentation, including quotes, purchase orders, site specifications, and project requirements.
• Coordinate directly with subcontractors to schedule work, confirm availability, and ensure alignment with project timelines.
• Support delegated tasks for the Project Executive, Sr. Project Manager, Project Manager and Superintendent.
• May assist teams in Field Operations, Engineering, Estimating, or Project Controls.
• Interpret design drawings, specifications, submittals, and other construction documents.
• Provide technical and logistical support to Superintendents, Project Managers, Engineers and Coordinators, including subcontractor/supplier administration and work assignments.
• Interface with on-site departments to resolve issues, maintain quality, and support overall project scheduling.

Purchase Orders & Subcontractor Packet Creation

• Create and issue Purchase Orders (POs) to subcontractors based on approved quotes.
• Assemble complete Subcontractor Packets, including:
  • Subcontractor quote
  • Assigned PO
  • Validated pricing
  • Site map
  • Project specifications and scope
  • Change Orders and work authorizations
• Ensure all documentation is properly filed and stored with correct project identifiers.

Tracking & Workflow Management

• Update subcontractor trackers with scheduled work, progress status, and completion notes.
• Monitor subcontractor performance, identifying completed vs. outstanding tasks.
• Maintain workflow visibility for project leadership.

Project Documentation & Reporting

• Verify subcontractor photo uploads and organize them into proper Project Folders.
• Confirm completion of daily reports for accounts such as Target, Walmart, Home Depot, and Lowe’s.
• File daily reports into client-specific project directories.
• Review and approve subcontractor invoices for accuracy and alignment with completed work.

2. Closeout Documentation Responsibilities

Daily Report Preparation

• Support the Project Manager and Superintendent with daily report creation for self-performed work.
• Ensure reports meet the formatting and requirements of clients including Target, Walmart, Home Depot, Lowe’s, and others.

Project Phasing Maps & Quantity Tracking

• Maintain and update project phasing maps throughout the project lifecycle.
• Track and update production quantities for subcontracted and self-performed work.
• Ensure mapping reflects accurate site conditions and completed phases.

Full Closeout Package Assembly

Prepare and organize closeout documentation including:

• Final project photos
• Sign-off sheets and completion documents
• Change order records
• Completion items including:
  • Striping, signs, seal coat, etc.
  • Concrete forms
  • Barricades
  • Punch list verification
• Ensure all closeout materials are accurately filed within the project folder.

3. Permitting Responsibilities

Review & Requirements Identification

• Review project scope and municipal requirements to determine all necessary permits.

Permit Application Management

• Submit permit applications and communicate updates to the Operations team.
• Update the Permit Tracker regularly as statuses change.

Documentation Coordination

• Request required documents from Estimating or Sales.
• Prepare maps, drawings, or supplemental documents as needed for permitting or closeout.

Inspection Coordination

• Schedule and coordinate municipal inspections with Operations and field crews.
• Record inspection dates and outcomes into the Permit Tracker.

Municipal Communication

• Communicate directly with municipalities and manage submissions via online permitting portals.

Permit Distribution

• Distribute approved permits immediately to all relevant team members.

Daily Documentation Support

Assist field crews with daily documentation and gathering necessary RDR (Required Daily Reporting) information.

Qualifications:

Required Qualifications

• High school diploma or GED; associate or bachelor’s degree in Construction Management, Engineering, Business, or related field preferred.
• 2+ years of experience in construction coordination, subcontractor management, permitting, project administration, or a similar project support role.
• Strong understanding of construction documents, including design drawings, specifications, submittals, site maps, and change orders.
• Experience coordinating subcontractors, scheduling work, and tracking project progress.
• Ability to prepare, review, and organize critical project documents such as purchase orders, subcontractor packets, daily reports, and closeout materials.
• Working knowledge of permitting processes, municipal requirements, and interacting with permitting portals or local government agencies.
• Proficiency with project management and documentation tools (e.g., Procore, Bluebeam, PlanGrid, SharePoint, Excel-based trackers).
• Ability to travel locally as needed for project or permitting support.

Preferred Qualifications

• Experience supporting project closeout processes, including assembling turnover packages, final photos, punch list verification, and quantity tracking.
• Familiarity with large retail client requirements (e.g., Target, Walmart, Home Depot, Lowe’s).
• Experience working in construction environments such as paving, concrete, civil/site work, or commercial projects.
• Knowledge of subcontractor billing, invoice review, and cost alignment with completed work.
• Prior experience coordinating municipal inspections or working with city/county building departments.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Work Environment

This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

Position Type and Expected Hours of Work

40+ hours per week, Monday through Friday. Hours 7:30am to 4:30pm with flexibility outside business hours as required.

Travel

Local travel may be required as needed.

EEO Statement

The Rabine Group and its companies is an equal opportunity employer.