RFIs & Submittals
Log, route and track RFIs and submittals, follow up on outstanding items and keep their status current.
Project Coordination & Support
Give Your Project Managers the Support to Manage More.
Your project managers are most valuable when they're managing projects — working with clients and subcontractors, solving problems and keeping jobs moving. Auxilee gives them dedicated construction project coordination support to handle the tracking, documentation and follow-through happening behind the scenes. Your PMs stay focused on managing the work. Your coordinator keeps the details moving — giving your existing team the capacity to manage more projects and manage them better.
Tell us how your project team works today. We'll help you determine where dedicated coordination support can give them more capacity.
Project management capacity
Your Project Managers Can Only Do So Much Alone.
There's a limit to how many projects one PM can effectively manage when they're also responsible for every RFI, submittal, change order, schedule update, document request and follow-up. And those tasks don't just take time. They pull your PM's attention away from where their experience matters most — the jobsite, your clients, your subcontractors and the decisions that keep projects moving.
Give Your PMs Leverage.
Put a dedicated project coordinator behind them to handle the day-to-day tracking, documentation and follow-through. That gives your PM more time to stay ahead of the schedule, communicate with clients and subs, catch problems earlier and keep tighter control over the project. And that matters. When project managers are stretched too thin, details get missed. Communication slows down. Decisions take longer. Change orders and costly mistakes can become harder to avoid. And clients feel it. Give them the right support and the opposite can happen: better-managed projects, tighter communication, fewer things falling through the cracks and a better experience for your clients.
The result: more capacity from the project management team you already have — whether that means managing more projects or managing your current projects better.
What’s included
Take the Coordination Work Off Your PM's Plate.
Your project manager doesn't need to personally handle every log, follow-up and piece of documentation for the project to stay organized. A dedicated Auxilee project coordinator can support your team with:
Project Documentation & Document Control
Keep drawings, revisions, addenda, project directories, logs and other documentation organized and current.
Schedule & Action-Item Tracking
Track milestones, open items, commitments and deadlines so your PM has a clear view of what needs attention.
Subcontractor & Vendor Coordination
Follow up on outstanding information, documentation, commitments and deliveries.
Meeting Coordination & Follow-Up
Help prepare agendas, document meeting notes, assign action items and follow up on what's still outstanding.
Change Order Documentation
Track change requests and supporting documentation so your PM has the information needed to review, price and manage changes.
Closeout Support
Help collect and organize warranties, O&Ms, lien waivers and other required closeout documentation.
Your PM stays in control of the project. Your coordinator makes sure the details behind it keep moving.
Support behind the PM
Expand Your PM's Capacity — Not Their Workload.
A project coordinator isn't there to replace your project manager. They're there to make your project manager more effective. Your PM still manages the project, makes decisions, works with the client and subs, monitors the schedule and budget, and leads the job. Your coordinator works behind them — tracking what's open, keeping documentation current, following up with the right people and making sure important details don't disappear into an inbox or meeting notes. Think of it as adding another layer of capacity to the project team without adding another project manager.
One PM can stay focused on higher-value project management because someone else is making sure the coordination work gets done.
Who this supports
Built to Support the Project Team You Already Have.
You don't need to restructure your team to add project coordination support. Auxilee adds a dedicated coordinator behind the people already managing your work — giving them more capacity without adding another PM.
You're the Owner and the PM
You're managing projects while also running the company. A dedicated coordinator can take much of the tracking, documentation and follow-up off your plate so you can spend more time with clients, subs, jobsites — and running the business.
Your PMs Are Stretched Thin
Your PMs know how to manage projects. They simply have too much competing for their attention. Give them coordination support so they can stay focused on schedules, budgets, clients, subcontractors and the issues that actually require their experience.
You're Growing and Need More Project Capacity
More projects usually mean more coordination. Instead of automatically adding another PM, give your existing project management team dedicated support that helps them handle more work effectively.
More support behind your PMs means more capacity in front of them.
Dedicated capacity
Dedicated Support. Part-time or Full-time .
Your project coordinator becomes a dedicated extension of your team — learning your projects, your people, your systems and the way you work. Choose the capacity that fits your workload.
Part-time (20hrs/week) Project Coordination
Additional support without adding a Full-time (40hrs/week) position. A good fit when your PM or project team needs consistent help with coordination, documentation and follow-through, but you don't need a Full-time (40hrs/week) resource.
Full-time (40hrs/week) Project Coordination
Dedicated coordination capacity for a busy or growing project team. A Full-time (40hrs/week) resource who can become more deeply integrated into your day-to-day workflow and support multiple active projects.
In either case, the goal is the same: Give your project managers the support they need to spend more of their time actually managing projects.
Talk With Our TeamSoftware
We Work With the Systems You Already Use
Your coordinator works inside the tools your team already uses — so you don't have to change your process just to get more support.
Buildertrend
JobTread
Procore
Jobber
Autodesk Construction Cloud
Why Auxilee
Why Choose Auxilee for Project Coordination?
Get a Construction-Ready Coordinator Without Starting From Scratch.
Finding a good project coordinator takes time. You have to recruit them. Interview them. Figure out whether they actually understand construction. Hire them. Train them. Get them up to speed on your systems and processes — and hope you made the right hire. Auxilee gives you another option.
Construction Knowledge Is Already Baked In
Your coordinator isn't starting from zero. They understand construction workflows, terminology and the day-to-day coordination that happens behind a PM. You can spend your time teaching them how your company works, rather than teaching them construction.
Skip the Recruiting and Hiring Process
You don't have to post a job, sort through applicants or spend weeks searching for someone with the right background. Auxilee provides the resource. You get the additional capacity.
Dedicated to Your Team
This isn't a task desk where a different person handles your request every time. Your coordinator becomes a dedicated part of your operation — learning your projects, PMs, subcontractors, systems and the way your company works.
Part-time or Full-time Capacity
Get the level of support your project team needs without automatically adding another Full-time employee to payroll.
More Support as Your Business Grows
Project coordination doesn't have to operate in a silo. Auxilee can also support estimating, bookkeeping, payroll and management reporting as your needs change.
One partner. More of your business covered.
Fit checklist
Is Auxilee the Right Project Coordination Partner for You?
Auxilee could be a good fit if:
- Your project managers are spending too much time on documentation, tracking and follow-up.
- You want your existing PMs to have the capacity to manage more projects.
- You're the owner and still carrying too much of the project management and coordination yourself.
- Your PMs are stretched thin and important details are starting to fall through the cracks.
- You want better project organization, communication and follow-through.
- Your company is growing, but you're not ready to add another Full-time (40hrs/week) project manager.
- You want a dedicated coordinator who understands construction and can become part of your team.
- You need consistent project coordination support, either Part-time (20hrs/week) or Full-time (40hrs/week) .
We're probably not the right fit if:
- What you really need is an on-site superintendent or foreman.
- You need someone physically inspecting work or directing field crews.
- You're looking for someone else to make the project decisions your PM or owner should be making.
- You only need occasional help with a few administrative tasks.
- You're looking for the lowest-cost virtual assistant rather than dedicated construction project support.
The goal isn't to replace your project management team. It's to make the team you already have more effective.
Frequently asked questions
Project Coordination FAQs
How does a remote project coordinator support an active construction project?
Your coordinator handles much of the tracking, documentation, communication and follow-up that happens behind the scenes. Your PM and field team remain responsible for managing the project and the work happening on site.
What can our project coordinator handle?
Depending on your needs, support can include RFIs and submittals, document control, schedule and action-item tracking, subcontractor and vendor follow-up, meeting coordination, change order documentation and project closeout.
Can our coordinator communicate directly with subcontractors and vendors?
Yes. Your coordinator can help follow up on outstanding information, documents, commitments and deliveries based on the communication process you establish with them.
Can they work with our existing project management software?
Yes. Your coordinator works within your existing systems whenever possible. Auxilee supports common construction platforms including Buildertrend, JobTread, Procore, Jobber and Autodesk Construction Cloud.
Who makes project decisions and approvals?
Your team does. Your PM, owner and other designated team members retain responsibility for project decisions and approvals. Your coordinator helps keep the information, documentation and follow-up organized so those decisions can happen efficiently.
Can one coordinator support multiple projects or project managers?
Yes, depending on project volume and the level of coordination required. Auxilee can help determine whether Part-time (20hrs/week) or Full-time (40hrs/week) support makes the most sense for your workload.
Is our coordinator dedicated to our company?
Yes. The model is built around dedicated support rather than sending individual tasks to whichever person happens to be available.
How quickly can a coordinator get started?
There will be an onboarding period to learn your company's systems, workflows, active projects and expectations. Because your coordinator already understands construction workflows, the focus can be on learning your business rather than learning construction from scratch.
Do we have to hire someone Full-time (40hrs/week) ?
No. Auxilee offers both Part-time (20hrs/week) and Full-time (40hrs/week) dedicated project coordination support, so you can choose the capacity that fits your current workload.
Ready when you are
Give Your Project Managers the Support to Do More.
If your PMs are spending too much time tracking, documenting and following up — or your company needs more project capacity without immediately adding another project manager — let's talk. We'll learn how your project team works today, where your PMs are losing time, and whether Part-time (20hrs/week) or Full-time (40hrs/week) dedicated coordination support makes sense.
Give your PMs more time to manage the work, serve your clients and keep projects moving.
Start with the team you already have. Add the support that helps them do more.