Project Coordinator/Estimating Assistant (Rochester, NY)

UDN, Inc is not just an exceptionally capable team of construction contractors. We’re disruptors. We’re creatives. We’re building partners backed by passionate clients and talented tradespeople. We’ll guide you through all parts of the process to bring your vision to life. Our mission is to reimagine how construction works, integrating an agile and efficient team with a tech-enabled process. By leading through positive collaboration, we’ve earned a reputation among our clients, employees, and subcontractors for our commitment to integrity and delivery.

Position Summary:
We are seeking a motivated and detail-oriented Project Coordinator/Estimating Assistant support the successful planning, coordination, and execution of construction projects from preconstruction through closeout. The Project Coordinator is the organizational hub between Estimating and Project Management, making sure documents, deadlines, project setup, handoffs, and administrative follow-through stay on track.

The ideal candidate is organized, proactive, technically proficient, and capable of managing multiple priorities in a fast-paced construction environment while contributing to the overall success of the project team.

Key Responsibilities:

• Provide day-to-day administrative support to Project Managers and Superintendents.
• Maintain accurate project files, documentation, and records.
• Assist with submittals, RFIs, change orders, purchase orders, contracts, and closeout documents.
• Track outstanding project items and follow up with subcontractors, vendors, and internal team members.
• Maintain project information and documentation within Procore.
• Help prepare meeting documentation, project correspondence, reports, and other administrative materials.
• Upload and maintain plans, specs, addenda, and revisions.
• Track estimating deadlines: invites, walkthroughs, RFIs, and bid dates
• Monitor bid lists and help ensure scope coverage.
• Prepare awarded projects for handoff to Project Management.
• Support project startup and closeout processes.
• Help distribute ASIs, SIBs, RFPs, JDs, submittals, and other project information.
• Track commitments, change orders, and submittal returns.
• Communicate schedule changes, owner directives, logistics, safety information, working hours, and punch-list updates.
• Assist with material/equipment procurement and delivery tracking.
• Prepare bid forms and supplemental documents for signatures/notarization when required.
• Coordinate bid bonds for signature/notarization when required.
• Assist Project Managers with maintaining project schedules, deadlines, and required documentation.
• Perform additional administrative and project coordination duties as needed.

Qualifications:

• Minimum 2+ years of experience in construction administration, project coordination, or a similar construction-related role required.
• Working knowledge of construction terminology and project processes.
• Familiarity with submittals, RFIs, change orders, contracts, and project documentation.
• Experience with Procore and Master File strongly preferred.
• Proficient with Microsoft Office, including Outlook, Word, and Excel.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Comfortable following up with others and taking ownership of outstanding items.
• Ability to work independently while also being a strong team player.

Compensation:

• $65,000-$75,000 per year based on experience

Benefits:

• 401(k) and 401(k) matching
• Health, dental and vision plan coverages
• Paid time off and Sick time 
• Paid company holidays