What are the responsibilities and job description for the Project Coordinator position at Arora Engineers?

Job Details

Description

Overall Responsibility : Develops, implements, and maintains project accounting records utilizing accounting software, assists Director Project Management, Project Managers, Project Controls Specialists and Accounting staff with project finance accounting controls, billing, and reporting.

Essential Functions :

Technical Support : Assist and support the Director, Project Managers and any other directors and managers as needed with functions that support the successful execution and delivery of projects.
Project Coordination : Assist with development of project proposals, project documentation, project specifications, meeting minutes, reports, internal and client communications, and other day-today project tasks , as needed.
Administrative Support : Support compliance with firm-specific standards and assist and train employees.
Coordination : Coo rdinate activities among various departments as they related specifically to projects including Accounting, Contracts, and Planning & Design.
Project Assistance : Assist project managers and employees as needed to achieve corporate goals.
Training and Orientation : Assist with training and orientating new employees on corporate functions, procedures, and policies.
Conduct Billing Reviews : assist project managers, accounting, and finance staff with project billing reviews.
In-office Functions : When functioning as the Administrator in the office, ensure office is opened and closed according to office protocols, greet visitors, support the office with production of documents, responsible for preparation / distribution of incoming / outgoing mailings, packages, delivery services, etc., maintain office inventory of supplies, tools, and equipment, sets-up / break-down of food / beverages for guests and / or meetings, maintain the orderliness of common areas including but not limited to kitchen areas, conference rooms, lobbies, etc.

Specific Tasks : Tasks assigned to this position include but are not limited to the following and are subject to change based on Corporate needs.

Assist and monitor Project Managers submission of monthly lump sum billing updates

Attend monthly billing review meetings and take meeting notes for comments made regarding specific projects and note action items for follow up.

Follow up with Project Managers for actions derived from monthly billing review meetings including moving of employee timesheet hours.

Assist Project Managers and Project Coordinators with entering Project Information Forms into Vision when needed to time sensitivity or workloads warrant it.

Assist Project Managers and Project Coordinators with formatting / reviewing proposal letters to assist with workload and adherence to Company standards.

Issue weekly / bi-weekly / monthly reports requested by PMO.

Lead orientation of Vision with new employees for timesheet record keeping, expense reporting

Secondary Functions :

Duties as assigned by the Office Director, Project Managers, Discipline Leads and Project Controls Specialists and Project Controls Manager

Day-to-day tasks.

Qualifications

Needed Skills :

Proficient in Microsoft Office Suite / Office 365 and have demonstrated the ability to learn different applications appropriate to responsibilities.

Ability to maintain confidentiality.

Excellent communication skills, particularly phone skills, written and spoken English.

Ability to initiate communications to all levels of audience with emphasis on the ability to listen and understand team members as it relates to elements of project performance and status.

Ability to work as a team member and to collaborate across all levels in the organization.

Demonstrate ability to use time management techniques.

Ability to fully understand and perform specific tasks as defined by the Project Management Office, Director of Project Management, Project Managers and or the PMO Team Leaders.

Ability to create and maintain professional working relationships with colleagues, vendors, and visitors.

Willing and able to travel to other office sites when needed.

Hold a legal right to work in the US.

Education / Experience Minimum :

Background in A / E or construction field.

Associate’s degree preferred. Bachelor’s degree highly preferred.

5 years progressive responsibility with project coordinator, program assistant or office management duties.

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