Program Coordinator

Organization Summary

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 is positioned to offer its Corpsmembers access to a variety of environmental work experiences while also facilitating personal development opportunities. More than 12,000 youth and young adults have benefitted from our unique program, and over 1,500 have received a high school diploma while working with us. We continue to serve local youth as we work towards achieving our vision of a world where all youth and young adults thrive, are resilient, have equitable access to opportunity, and are stewards of our community and the environment.

Mission

The primary mission of the Conservation Corps of Long Beach is to support young people in realizing their potential through work, service, conservation, and education.

Position Summary

At CCLB, our mission comes first. The Landscape Construction and Capital Projects Departments operate as a workforce training program, where Corpsmembers learn green infrastructure project implementation by working on real projects. This includes landscape installation, irrigation, hardscape, tree planting, stormwater improvements, and park and facility upgrades for public agencies and nonprofit partners. Every project has two goals: deliver quality work for our partners and prepare Corpsmembers for careers in construction and the green workforce.

Under the supervision of the Senior Project Manager, and in close coordination with the Director of Projects and Construction Training, the Senior Construction Project Coordinator will learn and take on construction administration for these projects from preconstruction through closeout. This includes budgets, schedules, RFIs, submittals, change orders, billing, and project correspondence. The position also supports crew coordination and plays an active role in training and mentoring Corpsmembers on the job.

This position is split between the office and the field. Approximately 60% of the time is spent in the office on project administration, and 40% is spent on job sites meeting with clients and inspectors, monitoring progress, and supporting crews.

CCLB is committed to growing its staff the same way we grow our Corpsmembers. Candidates do not need to come in with construction administration experience. The selected candidate will receive on the job training and mentorship from the Senior Project Manager and the Director of Projects and Construction Training in budgets, RFIs, submittals, change orders, scheduling, and project closeout, along with support to earn certifications such as OSHA 30 and First Aid/CPR. We are looking for someone who is organized, eager to learn, and committed to our mission.

Essential Responsibilities

Construction Administration

• RFIs: Prepare, submit, and track RFIs, and coordinate timely responses with designers, clients, and field staff.
• Submittals: Prepare and track shop drawings, product data, and samples for compliance with plans and specifications.
• Change orders: Prepare change order requests with cost backup and track them through approval.
• Billing: Prepare schedules of values, monthly pay applications, and invoices, and track payments and retention.
• Correspondence: Write clear, professional emails, letters, and meeting minutes, and respond to project inquiries promptly.
• Documents and logs: Review plans, specifications, and contracts, and keep RFI, submittal, and change order logs current.
• Permits and compliance: Coordinate permits, inspections, and DigAlert, and track insurance, bonds, subcontractor paperwork, and prevailing wage reporting.
• Closeout: Manage punch lists, as built drawings, warranties, O&M manuals, final inspections, and lien releases.

Budgets and Estimating

• 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.

Coordination

• 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.

Supervision

• 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.
• 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.

Reporting and Record-keeping

• 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.

Required Education and Experience

• 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.