Facebook Instagram Linkedin

24/7 Service

Join the Team

VDC Department Coordinator

Westmont, IL
$50,000 – $70,000

Avg. Salary

Division: VDC
Market: Mechanical
Employment Type: Full-Time
Apply Now

Position Overview

Are you ready to launch your career in the construction industry with Helm? As a Virtual Design and Construction (VDC) Department Coordinator, you will provide support in the operations, communication, and coordination of VDC processes and 3-D Modeling.  The ideal candidate will be highly organized, tech savvy, and able to thrive in a dynamic environment where adaptability and teamwork are key.  Helm offers you the perfect opportunity for you to grow and succeed.

As a large specialty construction company, the Helm Group works on a variety of projects in the mechanical, electrical, and heavy civil industries.  This position has the option of being located at either our Freeport, IL or Westmont, IL offices.

Key Responsibilities

  • Manage calendars, schedule meetings, and coordinate logistics for VDC team activities
  • Schedule team and department meetings, including event coordination and calendar invites
  • Coordinate lunch arrangements for meetings and team events
  • Prepare and distribute meeting agendas, minutes, and follow-up action items
  • Assist in onboarding new VDC team members and maintaining training documentation
  • Order office supplies and miscellaneous equipment for the VDC team
  • Maintain and regularly update the Master VDC Employee Spreadsheet
  • Run Monthly PSRs (Project Status Reports) and distribute to relevant stakeholders
  • Schedule PSR follow-ups with Project Managers
  • Track employee PTO and update the shared team calendar accordingly
  • Maintain and update the master Project Spreadsheet for active and archived projects
  • Track weekly hours for outsourcing customers and assist with monthly invoices
  • Additional miscellaneous tasks to support the VDC team
  • Organize and maintain digital files, project documentation, and BIM model archives
  • Develop and update VDC documentation templates and standard operating procedures
  • Assist in compiling reports, presentations, and dashboards for internal use
  • Serve as the department’s Procore specialist, providing guidance, troubleshooting support, and training to team members
  • Regularly audit Procore (our Project Management software) usage to ensure compliance with company standards, templates, and workflow
  • Provide basic support for VDC tools
  • Assist in troubleshooting minor software issues or escalating to IT/VDC specialists
  • Maintain records of software licenses, updates, and user access
  • Support VDC operations within Procore
  • Set up ACC (Autodesk Construction Cloud) projects and send out team invites
  • Experience with project management software (e.g., Procore, Microsoft Project, Vista)-(Preferred)
  • Exposure to construction drawings, specifications, and digital modeling workflows (Preferred)
  • Strong attention to detail and commitment to quality
  • Enthusiasm for learning new technologies and improving team efficiency
  • Coordinate VDC training sessions and maintain attendance records
  • Input project metrics into dashboards or databases for performance tracking
  • Compile and organize Lessons Learned documents for project closeout and team reflection
  • Maintain and update Standard Operating Procedure (SOP) documentation
  • Coordinate training and development activities through Helm University

Requirements

  • High School Diploma required
  • College Degree preferred, but not necessary
  • 2+ years of administrative experience, preferably in construction, engineering, or tech environments
  • Familiarity with VDC/BIM (Building Information Modeling) concepts and tools is a strong plus
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Excellent organizational, communication, and multitasking skills
  • Ability to work independently and handle confidential information with discretion

Salary & Benefits

Range: $50,000-$70,000

Final determination of a successful candidate’s pay is based on job-related knowledge, skills, education, and experience. Helm provides a competitive compensation package that recognizes an individual’s experience and qualifications combined with a benefits package to meet your needs.

As a valued member of the Helm team, your benefits package will include:

  • 401K plan with matching contributions
  • Health, Vision, and Dental Insurance
  • Paid Time Off
  • Health Savings Account, Health Reimbursement Account and Flexible Spending Accounts
  • Health Wellness Programs

Join Helm and become part of our supportive, family-like culture where hard work is recognized and rewarded. Your contributions will make a meaningful impact on our projects, ensuring every day you go home knowing you’ve played a vital role in our success. If you’re ready to embark on a fulfilling career journey, apply now to join our dedicated team at Helm.