Construction Coordinator at American Energy Management Cor – Westborough, Massachusetts

We are seeking a motivated, detail-oriented, and proactive Construction Coordinator to support our construction operations within the building automation and controls industry. This role plays a key part in ensuring smooth project execution—from initial job setup through closeout—by managing documentation, coordinating with subcontractors, supporting billing processes, and facilitating warranty transitions. The ideal candidate is organized, communicative, and comfortable working in a fast-paced environment with multiple stakeholders.

As part of our dynamic team in the building automation and controls industry, you’ll be the glue that holds our construction operations together—from job setup to closeout. You’ll manage documentation, coordinate with subcontractors, handle billing, and help transition projects into service with style. If you're organized, communicative, and love working with a variety of people, we want to hear from you!

• Coordinate initial project documentation and setup in internal systems.
• Manage and track all project paperwork including submittals, RFIs, and change orders.
• Maintain accurate records for compliance and audit purposes.
• Issue and track purchase orders for materials and subcontracted services.
• Coordinate with warehouse and field teams to confirm receipt and delivery of materials.
• Prepare and manage subcontractor agreements.
• Ensure subcontractors meet insurance and compliance requirements (COIs).
• Maintain progress sheets and assist with monthly billing cycles.
• Work with project managers to ensure accurate billing based on project milestones.
• Compile and submit closeout packages including as-builts, O&M manuals, and final compliance documents.
• Set up warranty documentation and coordinate transition to service department.
• Ensure clients receive proper support post-project completion.
• Miscellaneous office tasks may be required as needed to support project and departmental operations.

· 3+ years of experience in construction administration or coordination, preferably in HVAC, electrical, or controls.

· Strong organizational and communication skills.

· Proficiency in Microsoft Office Suite and construction management software (e.g., Sampro, Foundation, Sage or similar).

· Ability to manage multiple projects and deadlines simultaneously.

· Familiarity with insurance certificates, subcontractor agreements, and billing processes.