Description

 The Project Coordinator at Westwood plays a crucial role in supporting the seamless execution of construction projects. The Project Coordinator works closely with project managers and subcontractors, aiding in project progress reporting, meeting coordination, and general administrative support to drive the success of our construction endeavors. Responsibilities involve maintaining accurate project documentation, facilitating effective communication among project stakeholders, and assisting project managers in various administrative tasks. This role contributes to the success of our projects by coordinating schedules, reviewing bid packages, liaising with subcontractors, and tracking project schedules. This role requires organizational skills to enhance the efficiency of our construction team, ensuring that projects are completed on time and within budget. 

Requirements

KNOWLEDGE, SKILLS, ABILITIES

The Project Coordinator at Westwood needs to have proficiency in administrative office tasks and a strong command of Microsoft Office, particularly Sage/Timberline Software, are essential. With a minimum of 2 years of administrative office experience, knowledge in document verification, including credentials and permits. High-volume outbound subcontractor solicitation skills via outbound calling and internet researching. In this role, organization and multitasking capabilities are key as to successfully navigate a people-focused environment and collaborate with the transparent executive team. Proficiency in change management, meeting deadlines, and handling customer relations will contribute to the smooth preconstruction to close-out phases. Detailed record-keeping skills and discretion are crucial, particularly in managing insurance-related documentation. Westwood values the ability to adapt to evolving priorities and maintain clear communication, ensuring effective administrative support of our projects.

JOB DUTIES/ESSENTIAL FUNCTIONS

• Document Management: Ensure accurate and organized documentation for construction projects, including contracts, credentials, permits, and other essential paperwork. Provide required documentation to the appropriate parties.

• Communication Support: Facilitate effective communication between project managers, subcontractors, and other stakeholders, ensuring seamless information flow.

• Customer Support: Build and maintain positive customer relations.

• Schedule Coordination: Assist in maintaining project schedules, coordinating meetings, and managing calendar entries for project managers.

• Bid Package Review: Support project managers in reviewing owner and subcontractor bid packages, helping to collect pertinent information required for each bid.

• Subcontractor Solicitation: Handle high-volume outbound calling and internet researching for subcontractor solicitation. Find qualified bidders for subcontracts in a people-focused environment with a transparent Executive Team.

• Subcontractor Liaison: Act as a point of contact for subcontractors, assisting with inquiries, document collection, and coordination. Ensure subcontractors and estimators have accurate information for bid creation.

• Record Keeping: Record keeping and insurance documentation with discretion. Update department logs.

• Reporting: Generate regular reports on project progress, financial status, and other key metrics as required by project managers.

• Meeting Coordination: Schedule and coordinate project-related meetings, ensuring all necessary parties are informed and prepared.

• Data Entry: Enter and maintain project-related information in relevant software systems and databases. Enter information into Sage (Timberline) software.

• General Administrative Support: Provide general administrative support to project managers, including managing correspondence, organizing files, and handling office tasks as needed. Assist Project Manager and Superintendent from preconstruction to close-out.

EDUCATION, CERTIFICATIONS, EXPERIENCE

• Some college or vocational training.

• A minimum of 3 years of administrative office experience.

• 1-2 years of experience in project coordination, preferably in the construction industry.

• Proficiency in Microsoft Office Suite and project management software.

• Experience with high-volume outbound calling

• Excellent organizational and multitasking abilities.

• Strong communication and interpersonal skills; effective negotiation skills.

• Detail-oriented with a focus on accuracy.

• Ability to work collaboratively in a fast-paced environment