Project Coordinator - Construction and Design

JOB DESCRIPTION PROJECT COORDINATOR

Title: Project Coordinator

FLSA Status: Exempt

Reports To: Jon Shiplett, President/CEO

POSITION PURPOSE

Eden Gray Project Coordinators are the ‘glue’ that holds together the design and construction aspects of our design/build firm. After the project design is approved and final estimates have client sign-off, this role carries those plans through the successful completion of the project. The Project Coordinators work as a team to smoothly coordinate client construction projects and support our clients through the stressful process of remodeling.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Inventory Management, On-site management of subs, and On-site documentation. Scheduler of internal team and subs. Client Care and Project Profitability

Construction Proposals Bids Permits

· Attends final on-site client walk-through to better understand client project

· Uses product pricing, subcontractor bids, and internal carpentry labor to create draft version of the construction proposal

· Presents client final estimate to CEO for final review

· Coordinates and attends subcontractor walk-throughs and captures bids and mechanical pricing

· Reviews draft final proposal and provides feedback or correction; reviews as needed if client scope changes significantly

· Attends client final estimate walk-through led by the CEO and refines project estimate based on evolving project scope

· Manages changes to estimates for mechanicals.

· Pulls permits

Subcontractor Management

· Builds positive relationships with Eden Gray subcontractors

· Manages subcontractor certificates of insurance

· Manages client contracts and lien waivers

Inventory Management

· Tracks which materials are required for each client project and follows up on missing items prior to construction start date

· Receives and organizes materials according to client project; performs quality control check of items received to ensure they match design specifications

· Delivers all materials and supplies to project site

· Processes returns when needed.

Daily Logs

· Ensures the internal carpentry team is updating Houzz Pro daily logs and follows up on missing information

· Creates and adds images and commentary to daily logs

· Upon General Contractor or subcontractor request, provides access to information in daily logs to troubleshoot construction concerns

· Upon client request, provide information from daily logs to client to reassure them of project progress

Change Orders and Punchlist

· Tracks change orders that occur due to subcontractor activities on site and shares with the Client Project Coordinator for discussion with the client

· Executes on final punch list by identifying which internal carpenters and subcontractors need to be available, gathering all needed project materials, and coordinating /scheduling punch list work

On-Site project management

· Visits any active construction site daily both at start of work to let sub in, unless it’s our team. Must confirm all trade partners are on site and active according to schedule and communicate back to Client if not

· Visits all active construction site end of day to check on work and document work complete via daily log.

· Ensure all team members have all materials needed to complete job – plan ahead day/week before to make sure all products are on site ready to go.

· Act as liaison between subs and GC when multiple projects are happening at once.

Client Coordination Support Client Care

· Builds positive relationships with all Eden Gray clients and keeps the pulse on client wellbeing

· Attends weekly client meetings with the General Contractor and notes all action items

· Keeps Asana/Houzz Pro up to date with all client activities

· Communicates weekly plan to clients, incorporating action items from weekly client meeting; this requires information and coordination with project schedules.

· Answers client questions and responds to all client concerns

· Escalates critical client concerns to General Contractor and/or CEO for resolution

Team Project Meetings

· Facilitates weekly internal construction team meetings

Project Tools and Tracking

· Manages Houzz Pro configuration and works with construction team to ensure timely system updates

· Manages Asana configuration based on team best practices and works with the Design, Project Coordination, and Construction Teams to ensure project status is kept up to date

Project Scheduling

· Creates client project schedules based on approved designs and change orders

· Schedules specialized subcontractors on jobsites and communicates work to be completed

· Schedules Eden Gray carpentry team on jobsites and communicates work to be completed

· Provides reminders of upcoming priorities to subs and team members

Bookkeeping and Project Profitability

· Compares subcontractor invoices against estimates and resolves discrepancies with the subcontractor

· Shares verified invoices with CEO for approval

· Enters bills into Houzz Pro

· Routes bills to CEO for approval and payment

· Sends client invoices as reflected in the client contract

· Enters receivables in Houzz Pro

· Gathers checks and provides to CEO for endorsement and deposit

· Monitors overdue client invoices and sends reminders

· If client reminders are unsuccessful, sends to CEO for collections

· Monitors job-specific profitability and provides reports to the CEO

Change Orders and Punchlist

· Tracks client-initiated change orders and creates documentation.

· Shares change order estimates and scheduling impact with client and gather client approval

· Tracks all change orders and ensures that change is delivered to client satisfaction

· Conducts punchlist walk-through with client and executes punchlist based on produced schedule.

Performs other duties as assigned

REQUIRED QUALIFICATIONS AND SKILLS

· Associate’s degree in business or design or related major, trades experience, or two years’ professional experience

· Must have a valid drivers’ license and be able to pass drug screening

· Able to quickly adapt to changing priorities

· Demonstrates personal initiative and works and makes decisions with minimal guidance or supervision

· Shows exceptional attention to detail and strives for excellence while balancing multiple projects at once

· Delivers exceptional written and verbal communication

· Demonstrates professional experience and maturity

· Demonstrates the ability to navigate change in a calm, thoughtful, and positive way

· Experienced with basic software, including Microsoft O365, Google Drive, etc. and comfortable learning new software as required

PREFERRED QUALIFICATIONS AND SKILLS

· Bachelor’s degree or four years of professional experience in a similar role preferred

· Prior construction project management and/or scheduling experience preferred

· Knowledge of residential building techniques and practices preferred

· Experience and/or interest in residential design and remodeling helpful

· Experience with Asana, BuilderTrend, or other project/task management software helpful, through training can occur upon hire

WORK ENVIRONMENT & PHYSICAL DEMANDS

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

· Able to sit or stand for extended periods

· Requires visual acuity suitable for computer use

· Frequently uses manual dexterity to perform tasks

· Capable of pushing, pulling, lifting, and/or carrying up to 30 pounds, typically to organize and deliver client project materials

· Noise level in work environment is generally low to moderate

Eden and Gray will provide reasonable accommodations to enable individuals with disabilities to perform essential job functions and encourages prospective employees to discuss potential accommodations with Eden & Gray.

BENEFITS

• Health Insurance
• Dental Insurance
• PTO
• 9 Company Holidays
• Disability
• Product discounts
• Simple IRA Options

Salary $45K-$60K /year based on experience. This is a full time position work hours set in office 8-5 with 1 hour lunch break but is exempt and based on project completion deadlines

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Communication skills: 1 year (Preferred)

Work Location: In person

Salary : $45,000 - $60,000