This Program Coordinator role supports the Landscape Construction and Capital Projects Departments, which operate as a workforce training program for Corpsmembers. The position involves construction administration from preconstruction through closeout, including budgets, schedules, RFIs, submittals, change orders, billing, and project correspondence. It also supports crew coordination and actively trains and mentors Corpsmembers on the job.
Responsibilities
Prepare, submit, and track RFIs, and coordinate timely responses with designers, clients, and field staff
Prepare and track shop drawings, product data, and samples for compliance with plans and specifications
Prepare change order requests with cost backup and track them through approval
Prepare schedules of values, monthly pay applications, and invoices, and track payments and retention
Write clear, professional emails, letters, and meeting minutes, and respond to project inquiries promptly
Review plans, specifications, and contracts, and keep RFI, submittal, and change order logs current
Coordinate permits, inspections, and DigAlert, and track insurance, bonds, subcontractor paperwork, and prevailing wage reporting
Manage punch lists, as built drawings, warranties, O&M manuals, final inspections, and lien releases
Build, monitor, and report on budgets across multiple projects
Assist with cost estimates, quantity takeoffs, proposals, and bid documents
Request and compare vendor and subcontractor quotes, and prepare purchase orders
Reconcile project costs and revenue monthly with Finance, and code invoices to the correct cost centers
Prepare and update project schedules, and flag delays early
Lead or attend preconstruction meetings, progress meetings, and site walks, and prepare agendas and minutes
Visit job sites regularly to check progress, quality, and safety, and document conditions with daily reports and photos
Coordinate crews, materials, equipment, deliveries, and subcontractors
Serve as a point of contact for clients, cities, agencies, design professionals, and partners
Prepare weekly crew schedules and maintain the department project schedule
Supervise assigned field supervisors and their Corpsmember crews, as directed by the Senior Project Manager
Review and approve timecards in Paycom, and track labor hours by project
Lead tailgate safety meetings and support compliance with Cal/OSHA and CCLB safety policies
Help train Corpsmembers in landscape installation, irrigation, hardscape, plan reading, and job site safety
Mentor Corpsmembers on the job, helping them build construction skills, strong work habits, and confidence, and guiding them toward careers in the trades
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Take part in interviews and orientation for new Corpsmembers
Assist with staff evaluations, coaching, and corrective action, and counsel, motivate, and discipline Corpsmembers as needed
Keep project files organized on the CCLB OneDrive
Make sure field supervisors submit daily reports, timesheets, and photos on time
Track daily project metrics and complete monthly metrics reports
Prepare weekly, monthly, and final project reports, including budget to actual reports
Prepare reports and presentations for sponsors, the CCLB Board, and City Council as needed
Report equipment and vehicle needs to the Operations Manager
Perform other duties as assigned
Requirements
High school diploma or equivalent
At least 1 year of experience in construction, landscaping, project coordination, or office administration (trade school, internship, or volunteer experience also counts)
Interest in learning construction administration, including RFIs, submittals, change orders, pay applications, and project closeout (training is provided)
Basic computer skills, including email, Microsoft Word, and Excel
Clear and professional written and verbal communication
Organized, dependable, and able to keep track of multiple tasks
Interest in working with and mentoring young adults from diverse backgrounds
Comfortable splitting time between the office and active job sites, with regular field visits throughout the week
Able to sit for extended periods in the office, walk active job sites with uneven surfaces, and work outdoors in a variety of weather conditions
Able to lift up to 50 lbs
Valid California Driver’s License
Nice to have:
Some college coursework or a degree in Construction Management, Architecture, Landscape Architecture, Civil Engineering, or a related field
Experience reading construction plans and specifications
Experience tracking budgets, costs, or invoices
Familiarity with Procore, Bluebeam, Smartsheet, or similar tools
Knowledge of landscape, irrigation, hardscape, or green infrastructure construction
Public works or prevailing wage experience
OSHA 10 or OSHA 30 certification
Supervisory or crew lead experience
Experience with nonprofit or public agencies
Bilingual in English and Spanish
Important Details
Schedule: Approximately 60% of the time is spent in the office on project administration, and 40% is spent on job sites
Other Conditions
DMV printout and Class C Driver’s License
First Aid/CPR certification is required as a condition of employment, or within 30 days of hire
Employment is contingent upon a good driving record
About the Company
Since 1987, the Conservation Corps of Long Beach (CCLB) has worked to help youth realize their potential while serving the Gateway Cities area. As a state-certified Corps, CCLB offers Corpsmembers access to a variety of environmental work experiences and facilitates personal development opportunities. More than 12,000 youth and young adults have benefited from their unique program, and over 1,500 have received a high school diploma while working with them. CCLB continues to serve local youth, working towards a vision where all youth and young adults thrive, are resilient, have equitable access to opportunity, and are stewards of the community and the environment.
