Project Coordinator

This position is based in our ArchKey/Parsons Electric office in Virginia, MN

About the company

ArchKey is one of the nation's largest privately held specialty trade installation and integrated facility service companies. We are a leader in designing, building and maintaining electrical, technologies and specialty systems. We're the POWER behind making the improbable possible. We're electrifying the nation, energizing the future and bringing communities to life like never before. What we do today shapes the vision of tomorrow. Our work impacts lives long after the building is done. This means we are committed to building in ways that are not just technologically advanced, but sustainable, scalable and equitable by all. We're not just energizing infrastructure, we're energizing careers, communities, and the future.

Made up of the brightest minds in the industry, our team is our greatest asset bringing knowledge, skills, and experience to every project. This is more than a call to join us, it's an invitation to be part of a visionary journey, to grow with us as we scale.

About the position

As the Project Coordinator, you will be responsible for job scheduling, quality control, creating reports, document control, and client satisfaction activities. The Project Coordinator provides a variety of administrative support as needed, including research on devices and parts needed for project work as well as facilitates an organized workflow with customers and project team members.

Day in the life

• Assists with the planning and scheduling of all assigned projects, to optimize efficiencies of labor costs. May coordinate and communicate scheduling of field and service technicians with vendors, utility companies and customers. Completes and submits appropriate paperwork as needed.
• Provides project start-up support and task tracking including contracts, proposal letters, field data, etc. Ensures accurate and timely tracking information is entered and maintained in appropriate systems and communicates appropriately with project management and other staff members. Issues updated reports as requested.
• Performs project close-out tasks including coordination of final inspections, close-out of all permits, transmitting actual cost and schedule data to the estimating team for use in future project development.
• Assists staff with documentation of Methods of Procedures (MOPs), prepares project status reports and works to ensure plans adhere to contract specifications. Maintains consistency in content and appearance of written documents.
• May assist project managers with accounting support, budget tracking, customer billing, labor estimates, scheduling, job cost reviews, purchase orders, project status reports, and tracking of inspections, testing, and reporting. Pay participate in project status meetings and assist in developing meeting minutes for distribution. Manages travel arrangements for project team members as needed.
• May assist project managers in completing Salesforce service ticket processing, including performing all necessary tasks within software and conducting pre-invoice review meetings before sending to accounting for invoicing.
• May identify and obtain required information from external customers for invoice production, always adhering to the customer's requirements, terms, and conditions and/or contract provisions related to invoicing, billing requirements and online billing systems.
• Creates and provides customers with accurate and timely invoices. May perform day to day accounts receivable follow-up with customers, document and update states notes for review by senior management.
• Updates processes and procedures, creates checklists and accountability documents, and communicates effectively via telephone, email, and face to face with field staff, vendors, co-workers, and customers.
• If appropriate, functions as a primary point of contact for customers requiring service. Ensures product orders are processed appropriately and that work is completed, projects are closed and ready to be billed. Assists project management staff in assembling project submittals and writing purchase orders to suppliers and subcontractors.
• Establishes and maintains office organization and assists with a full range of administrative duties, including document preparation, filing, tracking metrics and ordering office supplies. Tracks and maintains current information on active projects, project opportunities, schedules and/or training activities as requested.
• Provides front desk reception tasks when needed, including greeting, and directing guests and vendors, monitoring the visitor log, and issuing visitor badges. Provides phone support in answering and routing incoming calls and communicating messages as needed
• Schedules and coordinates the details for appointments, meetings, training, conference calls and event planning as requested. Maintains organization of assigned conference rooms and ensures supplies are available as needed. Schedules conference rooms as requested. Updates and prints conference room calendars as needed.
• Accurately prepares, receives, sorts, copies, faxes, files, retrieves, and distributes Company and/or client correspondence, project documents and reports as needed. This may include proposals, presentation materials, payroll reports, manuals, and other documents. Maintains confidentiality and urgency as appropriate.
• Provides a variety of mail support by receiving, sorting, and distributing incoming mail and packages. Prepares outgoing mail and packages including pick-up and tracking as needed. Arranges for couriers when needed. Meters all mail and prepares certified mail according to guidelines provided. Maintains employee mail folders as appropriate.
• Tracks interview information, processes paperwork and/or maintains system data for new hires and drug testing, as needed. Assists in welcoming new employees to the Company. Accurately and confidentially maintains Company records and other sensitive business and client data and intellectual property.
• Prepares purchase order reports and coordinates purchase order request calls as needed per guidelines provided. Orders printer supplies and tracks usage of several copiers for monthly readings. Creates, maintains and distributes support documents such as project binders, employee phone and pager listings, email address listings and vendor contact information.
• Maintains professional and technical knowledge by establishing solid networks and communicating well with co-workers, customers, project managers, foremen, sub-contractors, vendors, office staff and field personnel

Minimum Qualifications

• High School Diploma or equivalent.
• Minimum 0-2 years of experience coordinating project work or similar role.
• Experience providing and coordinating support activities in a fast-paced work environment and organizing large amounts of data into understandable formats. Strong organizational skills, scheduling abilities and detail orientation.
• Effective communication with employees at all levels. Excellent listening, interpersonal, written, and verbal communication skills.
• Effective independent problem solving, customer service and time management skills. Strong collaboration, initiative, teamwork, and interpersonal skills. Demonstrated high level of integrity and dependability.
• Demonstrated mathematical skills. Proficient in the use of business scheduling, cost tracking and purchasing systems.
• Strong process orientation.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are an Affirmative Action, Equal Opportunity Employer.