Helios Construction Services · 14 hours ago
Project Coordinator
Chicago, Illinois, United States
Full-time
Onsite
Mid Level
3+ years expHelios Construction Services is seeking an experienced Project Coordinator to support their project teams in the successful execution of construction projects. This role involves managing workflows across various systems, coordinating contracts and compliance, and leading project closeout activities.
Building MaterialConsultingReal Estate
Responsibilities
Create new projects in Procore, manage directory/vendor setup, and support the Procore to ERP process to enable job setup and job number assignment in Sage
Maintain clean, reliable project information flow and document control across Helios systems (Procore + ERP/Sage and supporting tools)
Coordinate subcontract execution workflows, including compiling contract packages and routing through Docusign for review and signature
Support subcontract exhibit setup (typical exhibits include Scope, Contract Documents, Insurance Requirements, Schedule, Safety Orientation, Billing Cycle, etc.)
Support owner contract administration and formatting/assembly standards for exhibits and signature issuance through Docusign
Request, track, and file subcontractor COIs; maintain compliance records and ensure documentation is captured correctly
Serve as a primary user supporting insurance documentation workflows through Helios’ insurance management process
Administer change order workflows in Procore, including owner-side potential change orders/prime contract change orders where assigned responsibilities fall under Project Coordinator
Own Subcontract/Commitment Change Orders (CCOs) processes in Procore
Assist project teams with critical project activities such as procurement, jobsite setup and general project administration
Drive project closeout documentation and administrative completion beginning well before substantial completion
Ensure change orders are complete and reflected in Procore and Sage during closeout
Request and track subcontractor final invoices and perform subcontract invoice audits against contract value and gross billing
Support final turnover expectations—Helios uses digital closeout tools to keep warranties/manuals/as-builts organized for clients
Qualification
Required
3–6+ years of experience in construction project coordination / project administration (GC experience strongly preferred)
Strong proficiency with Procore (directory, commitments/subcontracts, change workflows, document control)
Experience coordinating contract execution workflows (Docusign, exhibits, executed document filing)
Experience supporting project financial workflows (invoicing/pay apps/AP coordination) and comfort working in/alongside ERP/accounting systems (Sage/Timberline)
Excellent written/verbal communication and the ability to manage multiple deadlines across active jobs
Preferred
Experience with Sage/ERP
Experience with insurance compliance/COI tracking
Closeout experience and comfort coordinating turnover documentation (warranties/O&Ms/as-builts/punch)
Benefits
Health, dental, and vision insurance
401k
Company
Helios Construction Services
Helios Construction Services is a commercial general contractor and construction management firm based in Chicago, IL.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Aash Desai
Founder & CEO
Company data provided by crunchbase