Project Controls and Operations Coordinator

About Us - Modular Genius, Inc. is a turnkey, modular building contractor, offering permanent construction and relocatable commercial modular buildings. Our work focuses on assembly, business, education, daycare, government, healthcare, and other segments of industry.  

Our Mission - Our mission is to consistently provide, and continually improve, modular construction by offering modular buildings that add value to our customers’ goals. Our employees are committed to reliability in everything we do, meeting our customers’ needs, having good subcontractor relationships, and sustaining the environment.

Our Vision - Modular Genius continues to lead the way by utilizing modular buildings for people who seek an eco-friendly accelerated construction solution to their space needs. Through the diverse and collective strengths of our construction and design team, we broaden the frontiers of modular construction to ensure high quality projects and premium customer service. We are proud to be recognized as an ethically based, service-oriented company that exceeds customers’ expectations.

Location- Onsite office setting in Joppa, MD 21085

Position Summary

The Project Controls and Operations Coordinator plays a critical role in the successful execution of construction projects from Proposal Development through Contract Completed. This role does not manage projects directly but owns the administrative, project controls, and system processes that enable project success.

The Project Controls Coordinator is responsible for maintaining accurate and complete project documentation; supporting financial, contractual, and change management administration; ensuring task list compliance; maintaining systems alignment and data integrity across HubSpot, Procore, and Sage; and ensuring compliance with company policies and client requirements.

This position provides administrative and operational support Preconstruction and Project Management teams, Purchasing, Business Development support on Tier 1 projects and the accounting team to help deliver projects safely, on time, and within budget.

Key Responsibilities

Project Documentation and Controls

• Partner with project teams to support timely project progression and reduce administrative risk and delays.
• Set up Procore Project Tools and Project Distribution lists at Project Kick-Off including; Workflows, Admin, Locations, Daily Log, Prime Contracts, Budget, Commitments, Invoicing Tools.
• Supporting Business Development Managers on Tier 1 projects by creating Commitments, Commitment Change Orders, and Budget Changes.
• Creating Budget Snapshots at the Budget Change Approval Step, as well as Weekly, and Monthly Project Budget Snapshots.
• Coordinate with Legal, Business Development Managers, Project Managers to collect and maintain insurance, bonding, and compliance documentation during the Proposal Development stage during the Contract Negotiated and Work-in-Progress stages. 
• Ensure all required documentation is complete, accurate, and properly organized prior to project handoff using the Project Set Up Checklist 
• Work with Project Managers to monitor project task lists.
• Support Construction Services and Operations teams in the creation, management, and distribution of project reports.

Asset Management Coordination

• Working with the Operations Manager, maintain the Dismantle tracker to include Dismantles in the next 180 days and links to the original project information.
• Coordinate with the Operations Manager, maintain the Asset / Fleet Workbook with inbound/outbound fleet, Fleet attributes, and links.
• In Coordination with Marketing, Operations, and Accounting provide updates on inbound/outbound fleet and fleet reservation information needed to update accounting files and the Modular Genius Website.
• Update Asset Management files in SharePoint and the Operations Procore Project with current pictures and building scopes provided by Operations.
• Assist Operations Manager with MU renumbering and MU creation as needed for available Fleet.
• Assist Operations Manager with maintaining the NBV column in the Fleet Workbook to ensure accurate dollar amounts.
• In coordination with the Operations Manager update the Fleet workbook with repair costs and links to the current building photos and scopes. Follow up with Operations Team to ensure all columns remain current and accurate.
• Process incoming Fleet Reservation Requests and Create Get Ready Work Orders for the Operations Team and communication between departments to follow up on overdue items.
• Create and Assign Inbound/ Outbound Inspections via Procore to the Operations Team for Returning / Departing Fleet and follow up to ensure the tasks are completed timely and accurately.

Change Management and Commercial Controls

• In coordination with the Director of Purchasing, maintain accurate and up-to-date change of order logs, including pending, approved, and rejected changes.
• Ensure all change orders include appropriate backup documentation, cost breakdowns, and schedule impact analysis.
• Provide visibility to Project Management regarding change status, documentation gaps, and potential cost or schedule exposure.

Compliance and Safety

• Working with Legal, Operations and Accounting/Finance, track and maintain project-specific compliance records, including insurance certificates, safety documents, and subcontractor qualifications.
• Support HR and the Project Management teams in securing necessary security forms on selected projects.

Team Communication and Coordination

• Serve as a central point of administrative coordination between Project Management, Accounting, and Field Operations.
• Coordinate with Business Development, Project Management, and Operations to schedule warranty and service kick-off calls with clients prior to Contract Completed.
• Coordinate with internal project teams on selected projects to schedule post-mortem and lessons-learned meetings.
• Maintain professional, effective communication with clients, subcontractors, and vendors.

Qualifications

Education & Experience:

• Associate or bachelor’s degree in construction management, Business Administration, or related field preferred.
• 5+ years of experience in construction administration or project coordination.
• Equivalent combination of education and experience considered
• Experience with Procore and Sage is required.
• Proficiency in HubSpot (helpful)

Skills & Competencies:

• Familiarity with construction contracts, change orders, and AIA documents
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Understanding of construction terminology, contract documents, and workflow.
• Ability to work independently while supporting multiple project teams.
• Positive, professional attitude and a commitment to teamwork.

Job Type: Full-time Exempt 

• 401(k) with employer match
• Dental insurance 
• Health insurance 
• Vision insurance 
• Employer paid life and disability insurance 
• Health Savings Account 
• Generous paid time off 

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.