Project Coordinator

Overall Responsibility: 

• This position serves as the coordinator the Service Division and will be supported by the Low Voltage Service Manager, Low Voltage PMA and Predeployment Manager, Electrical Service Manager, Electrical Service Estimating Manager, Business Managers, and Service Division Manager.  

• Provides support for the full range of program management activities including but not limited to management of weekly financial reporting, Creating, and reviewing of reports, contract management and administrative duties.  

Key Tasks and Responsibilities: 

• Opened all service jobs, PMA’s and workorders in Spectrum and the time keeping system.
  • Setup new customers 

• • Review all contracts and subcontracts for contract administration, communication, and documentation requirements. 

• • Setup budgets with information provided by managers. 

• • Setup Job, PMA, and workorder folders. 

• Input all invoices, receipts, charges, and other costs into Spectrum. 

• Maintain WIP logs and coordinate with managers for completion. 

• Assist managers with projects documents. 

• • Complete submittals for all projects including prime and sub, which require electronic submission as well as manual submittals including but not limited to making required number of copies of all material used on jobs. Submit required copies of material and equipment to primes or state agencies for approval. Track all submittal approvals and rejections. 

• • Create reports for management as required. 

• • Maintain project files and records. 

• • Project close out documents such as O&M’s, shop drawings, test reports etc. 

• • Prepare required reports for contract compliance, ensuring accuracy and timeliness. 

• Create and send invoices to customers with information provided by managers. 

• Process timecards for field employees.  

• Coordinate and Schedule meetings between managers and other APIC teams. 

• Manage all monitoring accounts, including, but not limited to: 

• • Coordinate monitoring accounts setup and changes with customers and rapid response. 

• • Track monitoring accounts status and create and send recurring invoicing as required. 

• Manage all business processes and administrative tasks required to generate all necessary financial records and reporting, including, but not limited to: 

• • Responsible for timely administrative input into the company’s accounting program as well as quality of data entry and verification 

• • Budget data entry into accounting program. 

• • Administer job costing/ cost to complete meetings with managers and accounting. 

• • Prepare and submit purchase orders, invoices, and related forms. 

• • Maintain purchase order roster and invoice records. 

• • Implement records management program for filing, protection, and retrieval of records, and assure program compliance. 

• • Prepare project billings. 

• • Prepare and track Bond requests. 

• • Resolve payment issues with customers. 

• Miscellaneous contract support and office oversight as required, including, but not limited to: 

• • Assist in resolving customer complaints, and answer customers' questions regarding policies and procedures. 

• • Represent the company at meetings and conferences.  

• • Implement corporate and departmental policies, procedures, and service standards in conjunction with management. 

• • Meeting preparation and recording 

• • Change order tracking. 

• • Customer service surveys 

• • Maintain Outlook calendar. 

• • Other related duties as assigned. 
• Pay is DOE.