What are the responsibilities and job description for the Project Coordinator position at APIC Solutions Texas, LLC?
Overall Responsibility:
The Project Coordinator provides comprehensive support across the full spectrum of program management activities. This includes management of weekly financial reporting, creation and review of reports, contract management, and execution of administrative duties. This is a PART TIME position.
The Project Coordinator provides comprehensive support across the full spectrum of program management activities. This includes management of weekly financial reporting, creation and review of reports, contract management, and execution of administrative duties. This is a PART TIME position.
Key Tasks and Responsibilities
-
Service Management:
- Open service jobs, PMAs, and work orders in Spectrum and ExactTime.
- Set up new customer accounts.
- Contract Administration:
- Review contracts and subcontracts for administration, communication, and documentation requirements.
- Ensure compliance with all reporting and documentation standards.
- Project Coordination:
- Approve and review timesheets.
- Contribute to project schedules and manpower planning.
- Monitor material tracking, accounts receivable (AR), and accounts payable (AP).
- Prepare and send invoices to customers using manager-provided information.
- Administrative Duties:
- Perform clerical tasks, including setting up job, PMA, and work order folders.
- Submit project documentation (e.g., submittals, test reports, shop drawings).
- Maintain project files and records, including tracking submittal approvals.
- Coordinate and schedule meetings between managers and internal teams.
- Financial Management:
- Administer job costing and cost-to-complete meetings with managers and accounting.
- Prepare project billings and recurring invoicing for monitoring accounts.
- Review and verify purchase orders and manage records for invoices and purchases.
- Customer and Vendor Coordination:
- Resolve payment issues and customer complaints.
- Act as a liaison with customers to ensure policies and procedures are understood.
- Represent the company in meetings and conferences.
- Reporting and Compliance:
- Generate and maintain required reports for management.
- Prepare and submit reports for contract compliance.
- Track and manage change orders and bond requests.
- Other Duties:
- Conduct customer service surveys.
- Oversee office administrative processes.
- Maintain Outlook calendars and assist with meeting preparation.
- Perform additional duties as assigned by management.
Minimum Requirements
- Proven expertise in contract management or administrative roles with significant responsibility.
- Strong oral and written communication skills, with the ability to communicate clearly and effectively.
- Ability to demonstrate good judgment, tact, and diplomacy in handling sensitive matters.
- Skilled at building and maintaining positive working relationships with employees and customers.
- A team-oriented mindset, with a focus on achieving win-win outcomes in customer and vendor negotiations.
Minimum Requirements
- Proven expertise in contract management or administrative roles with significant responsibility.
- Strong oral and written communication skills, with the ability to communicate clearly and effectively.
- Ability to demonstrate good judgment, tact, and diplomacy in handling sensitive matters.
- Skilled at building and maintaining positive working relationships with employees and customers.
- A team-oriented mindset, with a focus on achieving win-win outcomes in customer and vendor negotiations.
