Shasta Pools continues to be a leader in the pool & spa construction industry in Arizona with a 60 year history of delivering successful projects by hiring exceptional employees to work in a professional family environment. Shasta is committed to developing the best workforce possible by focusing on recruiting, training, and promoting construction industry professionals throughout our organization.

Job Summary

Project Coordinator is responsible for managing and reviewing project documents, schedules, and communications to ensure the smooth progression of landscape projects. They utilize the project management software to maintain accurate scheduling and documentation, and act as the primary point of contact for customers, addressing their inquiries and ensuring their responsibilities are clear. Additionally, you will coordinate with various internal teams and external partners to keep projects on track and resolve any issues that arise. This position also involves preparing for Home Show conventions and managing safety equipment orders. Attention to detail and ability to manage multiple tasks simultaneously will be crucial to the success of the scope. Join us and contribute to delivering exceptional project outcomes and customer satisfaction.

Duties/Responsibilities

• Design Review Checklist: Review “Job File” contents (including Spec Sheet, Contract, Plan, Permit, Owner invoice setup, and any other relevant documents).
• Review build-out plan in project management software (BuilderTrend) to ensure scope of work and accuracy within the portal.
• Perform general clerical duties to include but not limited to copying, scanning, emailing, mailing, and filing.
• Responsible for the input and maintenance of landscape project scheduling in project management software (BuilderTrend).
• Responsible for inbound communications with Customers, via phone and email (within 2 working days of Job File receipt) to review.
• Discuss (as applicable) Customer responsibilities such as Payment Schedules (confirm method of payment), Safety Barriers, City Inspections, Interior Finish Instructions, and other work to be performed by Customer.
• Confirm basic contractual information (Finish type/color, other color selections, etc.). Confirm best method of communication (including phone, email, text, or project management portal).
• Promptly respond to all voicemail messages, emails, or direct messages through the project management app.
• Schedule, coordinate, and manage all production schedules unique to project specific scope of work by collaborating with crew leaders and management.
• Prepare and assist with applicable Home Show conventions; printing marketing materials, putting together items, and preliminary setup.
• Manage schedule shifts and control variables as they arise to proactively move project forward.
• Document and record information from trades, vendors and suppliers’ communications.
• Order/schedule any PPE equipment and tools, follow up on safety PPE tracking, track in project management system (BuilderTrend), and update notes for invoicing and documentation purposes.
• Alert superintendent, crew leader or any other relevant internal team members of job roadblocks to keep production moving forward on scheduled projects.
• Notify the customer when a progress payment is due/overdue.
• Release payments and create invoices for the Accounts Receivable to process.
• Move production schedules forward when payments are received and confirmed by A/R.
• Liaise and coordinate with Sales Designers, Processors, Scheduler(s), Superintendents, Landscape crews, Leadership, and other key team members to ensure the landscape project moves smoothly through construction.
• Update and maintain project management software to accurately and thoroughly document all appropriate communications pertaining to project.
• Work with Customer to help resolve all issues/grievances.
• Perform all other duties as assigned by manager.

Required Experience/Qualifications

• 5 years’ experience in a project coordinator role or related project management experience.
• High School diploma or equivalent is required.
• Motivated, self-starter, quick learner, able to work independently in a fast-paced environment.
• Strong organization and project management skills to handle multiple tasks simultaneously and provide timely follow-up to customers.
• Previous experience managing multiple accounts in varying phases of completion.
• Strong data entry and PC skills, proficient with Microsoft Office software.
• Excellent phone etiquette, strong interpersonal and (English) verbal communication skills.
• Professional, customer service oriented, team player with a positive attitude.
• Prior industry experience a plus.
• Bi-lingual, English and Spanish is required.